Certificate Course Student Guide Feb 12

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Student Handbook

Certificate Course on Supply Chain Management of

Health Commodities

February 2013

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Table of Contents

Course Acronyms List ............................................................................................................................... 4 Session 1: Introduction to the Course ..................................................................................................... 7 GOALS AND OBJECTIVES ........................................................................................................................ 7 Session 2: Setting the Context of the Course: Commodity Security .................................................... 8 Session 3 Introduction to Health Logistics Systems .............................................................................. 9

Logistics Activities ............................................................................................................... 9 Job Descriptions – Lady Health Workers Program ........................................................... 11 Contraceptive Supply and Reporting Flow ........................................................................ 14 Pipeline for Health Commodities for Lady Health Workers Program................................. 16 CHEATER'S QUIZ ............................................................................................................. 17

Session 4 Logistics Management Information System (LMIS) ............................................................ 18 LMIS FORMS .................................................................................................................... 19

Stock-keeping Records ........................................................................................................................... 30 Transaction Records ................................................................................................................................ 30 Consumption Records ............................................................................................................................. 30

Summary Reports ............................................................................................................. 30 LMIS REPORTS ................................................................................................................ 31 Population Welfare Department LMIS forms ..................................................................... 42 Contraceptive Stock Register - CLR 5 .............................................................................. 42

Requisitioning / Order form ........................................................................... Error! Bookmark not defined. Integrated CLR-6 ............................................................................................................... 43

Report ........................................................................................................................................................ 50 Other contraceptive logistics forms ....................................................................................................... 54

BIN CARD ......................................................................................................................... 56 BIN CARD MUST SHOW ALL REQUIRED INFORMATION .................................................................... 57 HOW TO USE THE BIN CARD ................................................................................................................. 57

CONSUMPTION RECORD ............................................................................................... 59 FLCF MONTHLY REPORT (LMIS) ........................................................................................................... 59 How to use Inventory Report/ Requisition forms .................................................................................. 61

Sample Feedback Reports ................................................................................................ 62 Session 5 Storage and Distribution ........................................................................................................ 81 Session 6 Assessing Stock Status ......................................................................................................... 86 INVENTORY CONTROL CARD ................................................................................................................ 87

Table A .............................................................................................................................. 88 HOMEWORK EXERCISE 1 ............................................................................................ 112 ASSESSING STOCK STATUS ....................................................................................... 112

INVENTORY CONTROL CARD .............................................................................................................. 113 Condoms ......................................................................................................................... 113 HOMEWORK EXERCISE 2 ............................................................................................ 114 ASSESSING STOCK STATUS ....................................................................................... 114

Session 7 Max Min Inventory Control Systems ................................................................................... 116 Session 10 Analyzing LMIS ................................................................................................................... 117 Session 11 Field Visit ............................................................................................................................. 119

Field Visit Checklist ......................................................................................................... 120 Session 12 Quantification of Health Commodities ............................................................................. 125

Recommend “Default” Couple Years of Protection Factors (CYP) Updated 12/11 . 128 Session 13 Procurement ....................................................................................................................... 130

General Conditions of Contract ........................................... Error! Bookmark not defined. Table of Clauses ................................................................. Error! Bookmark not defined. Special Conditions of Contract ............................................ Error! Bookmark not defined. Table of Clauses ................................................................. Error! Bookmark not defined.

Session 14 Monitoring and Evaluation ................................................................................................ 168 Session 15 Commodity Security Vignette ........................................................................................... 180

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COURSE ACRONYMS LIST

3TC Lamivudine AIDS Acquired Immunodeficiency Syndrome AMC Average Monthly Consumption (what we need to determine how much we should

order) ART Antiretro Viral Therapy ARV Anti-Retroviral (Drugs) AZT Azido-Thymidine BDS Bid Data Sheet BEC Bid Evaluation Committee BHU Basic Health Unit BOC Bid Opening Committee CPR Contraceptive Prevalence Rate CS Commodity Security CWH Central Warehouse CYP Couple Year Protection (used in quantifying contraceptives) D4T Stavudine DAR Daily Activity Register for recording items given to patients (where dispensed-to-

user data comes from) DOH Department of Health DPIU District Program Implementation Unit DPWO District Population Welfare Departments EDO Executive District Officer EML Essential Medicine List EOP Emergency Order Point EPI Expanded Program of Immunization FEFO First Expiry First Out – a method for stocking items FLCF First Level Care Facility FP Family Planning

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HMIS Health Management Information System ICB International Competitive Bidding ICC Inventory Control Card ITB Instructions To Bidders IUD Intrauterine Contraceptive Device IV Intravenous LHW Lady Health Worker LIAT Logistics Indicator Assessment Tool (quantitative) LMIS Logistics Management Information System LSAT Logistics System Assessment Tool (qualitative) Max/Min Maximum Minimum months of stock M&E Monitoring and Evaluation MOS Months of Stock PEPFAR (U.S.) President's Emergency Plan for AIDS Relief PMTCT Prevention of Mother to Child Transmission (of HIV) PPIU Provincial Program Implementation Unit PPR 2004 Public Procurement Rules 2004 PPRA Public Procurement Regulatory Authority PST Pre-service training (this course can be considered PST) PWD Population Welfare Department RFQ Request for Quote RH Reproductive Health RHC Rural Health Center SBD Standard Bidding Documents SDP Service Delivery Point. Used to represent the following unless specified. Family

Welfare Centers, Mobile Service Units, Reproductive Health Services, LHWs, Rural Health Centers, Tehsil Headquarter Hospitals, Basic Health Units, District HQ Hospital.

SOH Stock on Hand STGs Standard Treatment Guidelines (if followed by Doctors, Pharmacists and Nurses this

helps us in quantifying our projected stock needs

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TEC Technical Evaluation Committee THQ Tehsil Headquarter Hospital TMS Transport Management System UNFPA United Nations Population Fund UNICEF United Nations Children's Fund USAID

United States Agency for International Development

VCT Voluntary Counseling and Testing WRA Women of Reproductive Age

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SESSION 1: INTRODUCTION TO THE COURSE

OVERVIEW COURSE IN SUPPLY CHAIN MANAGEMENT GOALS AND OBJECTIVES

GOALS: To increase the participants' understanding of the fundamentals of logistics

management and the relationship between supply chain logistics and commodity security To strengthen the participants’ ability to implement improvements to basic elements of their logistics systems

OBJECTIVES: By the end of the course, participants will be able to:

1. Describe the purpose of a logistics system, list the major activities of logistics management, and describe the relationships among these activities.

2. Identify the basic elements of a logistics management information system (LMIS),

analyze a LMIS, and make recommendations for improving a LMIS.

3. List the basic guidelines for proper storage to ensure health commodity quality.

4. Assess health commodity stock status at a local and national level.

5. Determine appropriate order quantities using maximum-minimum inventory control procedures.

6. Select appropriate maximum-minimum inventory control systems for a variety of

situations.

7. Define quantification and describe the steps in the quantification process.

8. Describe the Program Cycle for Supply Chain Systems Improvement along with M&E Strategies and Plans, their goals, objectives, activities and logistics system performance indicators.

9. Describe the concept of commodity security and the role of logistics in assuring

commodity security.

10. Apply basic logistics principles to the management of a wide variety of health commodities, including contraceptives, HIV/AIDS products, Essential Drugs, and TB and malaria drugs.

11. Identify and explain the key qualities/skill areas required of a logistics advisor

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SESSION 2: SETTING THE CONTEXT OF THE COURSE: COMMODITY SECURITY

COMMODITY SECURITY FRAMEWORK

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SESSION 3 INTRODUCTION TO HEALTH LOGISTICS SYSTEMS

LogisticsActivities

1. Receive products at port of entry

2. Transport products by bicycle or on foot

3. Ensure products are clearly labeled

4. Perform customs clearance procedures

5. Determine size of packages

6. Dispense products to the client

7. Apply First-Expiry, First-Out

8. Organize the warehouse or storage facility

9. Pack/unpack cartons of products

10. Count the number of products available for use

11. Transport products by airplane or by ship

12. Perform quality testing

13. Enter information into records

14. Repackage products into smaller size containers

15. Complete a monthly/ quarterly logistics report

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16. Follow proper storage guidelines

17. Ensure availability of adequate storage space

18. Transport products by truck

19. Update logistics records

20. Verify quantities received or issued

21. Complete an issue or receipt voucher

22. Procure raw materials

23. Produce products from raw materials

24. Conduct laboratory tests

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JobDescriptions–LadyHealthWorkersProgram Level Position Job responsibilities

Provincial / Regional

Provincial Logistics Officer

Warehousing Establish, equip and maintain an office in the provincial

warehouse premises and must dedicate at least 60% of his duty time to this office.

Advise the Provincial Coordinator regarding the timely procurement and inform about the arrival of materials at the Provincial and Regional Project Implementation Unit (PIU).

Prepare a plan that shows the actual storage space and the requirement of storage space in the warehouse.

Supervise day-to-day activities of the storekeeper and verify/ensure that the warehouse/stores are being managed according to policy guidelines and the checklist.

Arrange and provide resources for the maintenance and repair of the warehouse.

Assessment and preparation of specifications for the purchase, repairs and maintenance of durable goods.

Monitor logistics system and take physical inventory and verification of the PPIU warehouse/stores annually and of the District PIU stores at least twice a year. * (For details, refer to Monitoring protocol and requirements).

Prepare periodic summary of obsolete, unusable and expired materials and manage disposal in accordance with Programme policy

Manage the security of warehouse/ store. Forecasting / Quantification

Prepare/calculate the annual requirements for Programme commodities and forward these to the Competent Authority

Procurements Undertake and manage all local procurements assigned to the

Provincial PIU.

Distribution and Supplies

District Coordinator /

Logistics Manager

Accounts Supervisor /

District Storekeeper

Provincial Logistics Officer

Provincial Coordinator

Provincial storekeeper

Arrows show

reporting lines

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Prepare distribution plans of Programme commodities and submit to competent authority for approval.

Verify Issue and Receipt Vouchers (IRVs). Manage the timely transportation of Programme

commodities to districts. Provincial / Regional

Provincial Storekeeper

Warehouse Dedicate at least 80% of his duty time to the office

established in the warehouse. Maintain the PPIU warehouse and its commodities according

to the Programme guidelines which includes: Responsibility for cleanliness and orderliness of the

warehouse. Operate ventilation systems. Maintain record of temperature during working hours. Disinfect the warehouse periodically. Maintain the security of the warehouse. Keep the doors and

windows of the warehouse locked after duty hours. Lock of the main door must be sealed and emboss the seal.

Maintain the records of all transactions related to inventory management. This includes maintenance of Bin Cards, stock registers and preparation of issue/receipt vouchers.

Collect and receive materials and document these activities. Provide information and summary reports to management

when requested regarding periodic receipts and issues of commodities.

Assist Logistics Officers in developing distribution plans. Assist Logistics Officer in distribution and transportation of

commodities. Supervise the loading and unloading of Programme

commodities. Prepare lists of near expiry (six months before their expiry)

and unusable/expired commodities on periodic basis.

District District Coordinator / Logistics Manager

Warehousing Supervise day-to-day activities of the Accounts Supervisor

and verify that the store is being maintained according to the policy guidelines.

Verify store records, i.e. Bin Cards, Stock Registers and IRVs.

Physically verify District PIU store every six months, preferably in collaboration with Provincial Logistics Officer.

Monitor the District PIU and FLCF stores regularly and assess their stock balances and average monthly consumption.

Prepare periodic summary of obsolete, unusable and expired materials and inform the authority accordingly.

Ordering and receipt Prepare/calculate the requirements on quarterly basis for

Programme commodities and forward these to the Competent Authority (CWH) through District Population Welfare Officer.

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Inspect commodities after being received in the store and acknowledge the receipts.

Supplies Distribution The Logistics Manager will be responsible for

ensuring/arranging/monitoring regular and effective flow of Programme commodities to the First Level Care Facilities (BHU, RHC, THQ).

Arrange for the transportation of commodities to FLCFs. Reporting

Manage the compilation of LMIS and Health Management Information System (HMIS) monthly reports and timely submission to PPIU

District Accounts

Supervisor / District Storekeeper

Warehousing Maintain the District store and its commodities according to

the Programme guidelines which includes: o Responsibility for cleanliness and orderliness of the

store. o Operate ventilation systems. o Maintain record of temperature during working

hours. o Disinfect the store periodically. o Maintain the security of the store. Keep the doors and

windows of the store locked after duty hours. Lock of the main door must be sealed and emboss the seal.

o Maintain the records of all transactions related to inventory management. This includes maintenance of Bin Cards, Stock Registers and preparation of Issue/Receipt Vouchers.

Prepare lists of near expiry (six months before their expiry) and unusable/expired commodities on periodic basis.

Ordering and receipt Assist District Coordinator in preparing/calculating the

requirements on quarterly basis for Programme commodities. Assist the District Coordinator in recovery of the items from

the LHWs no more serving the Programme. Supervise the loading and unloading of Programme

commodities. Provide information and summary reports to the District

Coordinator when requested regarding periodic receipts and issues of commodities.

Reporting Assist District Coordinator in compilation of LMIS and

HMIS monthly reports and timely submission to PPIU. Supplies and Distribution

Assist District Coordinator in developing distribution plans. Assist District Coordinator in distribution and transportation

of commodities.

Service Delivery Point

Lady Health Worker

Dispenses contraceptive to clients Reports consumption to FLCF level

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ContraceptiveSupplyandReportingFlow

The flowchart below describes supply for all contraceptive commodities for all stakeholders. The flowchart incorporates recent policy changes regulating the movement of commodities from central to district level. Most of the contraceptives are procured internationally apart from small local procurements by Lady Health Program for injectables and oral pills. The funding sources include government’s public sector development program (PSDP), USAID and UNFPA. All international procurements are usually shipped through sea and received at Karachi port. Once cleared, the commodities are transported and stored at Central Warehouse & Supplies Karachi. The Central Warehouse supplies contraceptives based on pull system. The Integrated CLR-6 form is used to send orders from district to Central Warehouse. An integrated CLR-6 is one single order request containing demand of all public sector family planning (FP) services providers (Population Welfare Department, Department of Health). The Executive District Officers first estimates the demand of all its various service delivery points and sends it to District Population Welfare Officer (DPWO). These service delivery points include Lady Health Workers, Maternal Neonatal and Health Services and Basic Health Units (BHUs). In districts where Peoples Primary Healthcare Initiative (PPHI) manages BHUs the demand for BHUs is sent by them to DPWO. Once CWH receives the CLR-6 from each DPWO, it will ship the required quantities to districts. DPWO will thus receive all required contraceptives from districts and will send required quantities (initially indicated in integrated CLR-6) to each of the FP service provider (DOH & PPHI). Once all public sector FP providers have received their required quantities they distribute them onwards to their respective service delivery points. The Contraceptive reporting mechanisms vary by public sector family planning (FP) services providers (Population Welfare Department and the Department of Health). The consumption data is generated at the service delivery points for all public sector FP service providers (e.g. family welfare centers, mobile service units and basic health units).The reports originating from service delivery points are compiled at district level by district managers (District Population Welfare Officer, Executive District Officer – Health) and then submitted onwards to their respective provincial departments (Population Welfare Department, Department of Health). The provincial departments then analyze the data on regular basis and make decisions related to quantification and procurement planning. They also provide feedback to districts to improve commodity availability for clients. The feedback could be informal during the monitoring visits or formally in the form of letters and communications.

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PipelineforHealthCommoditiesforLadyHealthWorkersProgram

The above chart describes the flow of health commodities and LMIS reports in the Lady Health Workers Program. Other programs in the Department of Health (Maternal Neonatal and Child Health, Tuberculosis Program etc.) also follow similar reporting and flow patterns with some variations. Most of the times, the manufacturer or supplier is contracted to ship the commodities to District stores directly. However, the manufacture or supplier does not ship to all District stores in Pakistan and some quantities are shipped to PPIUs (Provincial Project Implementation Unit or CWH (Central Warehouse) for storage and are later transported to Districts. Some districts have geographical proximity to PPIUs and CWH and are easily supplied through these storage facilities (PPIU, CWH). Once in the district store, the commodities are distributed to LHWs via First Level Care Facilities (FLCF). LHWs report the consumption of health commodities in the monthly FLCF report which is developed at the FLCF level by the in charge of FLCF (physicians mostly) and submitted to District Health Office by the second week of every month. The District prepares a summary of all reports and sends it to Province. The Provinces analyze the logistics data on regular basis to quantify and plan procurements and also sends feedback reports to Districts. The feedback includes informal feedback during monitoring visits and formal in the form of reports and communication

Manufacturer / Suppliers

Donors

Reporting Flow

Department of Health

Dashed arrows represent Reporting flow

Smooth arrows represent supplies flow

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CHEATER'SQUIZ 1. Three (3) activities in the logistics cycle are 2. Where does Quality Monitoring fit in the Logistics Cycle? 3. Why are LMIS data gathered? 4. How does a well-functioning logistics system help the population and save the country

money? 5. Name the 6 Rights of logistics.

1. ________________ 4. _________________

2. ________________ 5. _________________

3. ________________ 6. _________________

Circle TRUE if the statement is true or FALSE if the statement is false:

6. An example of lead time would be the three days it takes for your order to get to the regional warehouse.

Also includes the time it takes to get to you and the time it

takes to make it available for use.

TRUE FALSE

7. In a requisition system, decision-making is centralized. TRUE FALSE

8. Dispensed-to-user data comes only from Service Delivery Points (SDPs) and Lady Health Workers.

TRUE FALSE

9. A pipeline is all the storage facilities in a system. Also includes the transportation involved

TRUE FALSE

10. The pipeline for Health Commodities (other than contraceptives) for LHW program flows in this order: Central, PPIU, District Store, First Level, Lady Health Workers

TRUE FALSE

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SESSION 4 LOGISTICS MANAGEMENT INFORMATION SYSTEM (LMIS)

Exercise on Logistics Records

Instructions: Attached you will find a variety of logistics records from different countries. Work in your small group to:

1) Classify the records by their type – stock keeping, transaction, consumption

2) List what type of information should be included in each type of record

3) Look at the overall design of each record. Is it easy to complete and follow? Is there enough space to include the information that it requests?

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LMISFORMS

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777

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LOGISTICS RECORDS AND REPORTS

TYPES AND DATA (Essential Data noted with *)

STOCK-KEEPING RECORDS Types of Stock-keeping Records:

Bin Cards Inventory Control Cards Stores Ledgers

Stock-keeping Data:

Stock on Hand* Losses and Adjustments* Quantity to Order Quantity on Order

TRANSACTION RECORDS

Types of Transaction Records:

Requisition and Issue Vouchers Issue Vouchers Packing Slips

Transaction Data:

Quantity of product being ordered/shipped/received

Authorization, usually by signature, to issue Proof of receipt, usually by signature Dates for all parts of the transaction

CONSUMPTION RECORDS Types of Consumption Records:

Daily activity registers Tick sheets

Consumption Data:

Quantity dispensed to user* Time period

Summary Reports For a specified time period:

Quantity dispensed to user* Stock on Hand* Losses and Adjustments*

Note: Each brand and formulation of each product must be reported separately.

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LMISREPORTS

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Monthly Summary Report of ART Patients

Report prepared by: Name/Signature: Designation: Reviewed by: Name/Signature: Designation:

Facility: Month:

District: Year:

Region:

A ADULT First-Line Regimens

Current No. Patients This

Period

Expected No. New Patients Next Period

Total No. of PatientsNext Period

A1 AZT 300mg/3TC 150mg + NVP 200mg

A2 AZT 300mg/3TC 150mg + EFV 600mg

A3 d4T(30) + 3TC 150mg + NVP 200mg

A4 d4T(40) + 3TC 150mg + NVP 200mg

B ADULT Second-Line Regimens

B1 AZT 300mg + TDF 300mg + LPV/r 133.3mg/33.3mg

B2 TDF/FTC 300mg/200mg+ LPV/r 133.3mg/33.3mg

C PAEDIATRIC First-Line Regimens

C1 AZT 10mg/ml + 3TC 10mg/ml + NVP 10mg/ml

C2 AZT 100mg capsule +3TC 10mg/ml + NVP 10mg/ml

C3 AZT 100mg capsule +3TC 10mg/ml + EFV 50mg

C4 d4T 1mg/ml + 3TC 10mg/ml + NVP 10mg/ml

D PAEDIATRIC Second-Line Regimens

D1 ABC 20mg/ml + ddI 10mg/ml (2g)+ NFV 144g PFR

D2 ABC 20mg/ml + ddI 10mg/ml (2g)+ LPV/r 80mg/20mg/ml

D3 ABC 300mg + ddI 25mg + NFV 250mg

E PMTCT Regimens

E1 Mother

E2 Infant

Total:

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Computer-generated Report and Requisition for Antiretroviral Drugs

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Internal Facility Report, Issue and Receipt Voucher

Name of Dispensing Unit: Reporting Period From:

To:

Maximum Level (ML):______________

COMPLETED BY UNIT COMPLETED BY STORE

Ser. No.

Item

Stock on Hand at Start of Period

Stock on Hand at End of Period

Expired/ Damaged/ Lost

Qty. Trans.

Estimated Consumption E = A-B-C+/-D

Average Consumption

Maximum Quantity

G = F * ML

Quantity Needed to

Reach Max. H = G – B

Quantity Supplied

Item Price

A B C D E F G H I J

1 Condoms (piece)

2 Depo (vial)

3 Eugynon (cycle)

4 IUCD (piece)

5 Jadelle (set)

6 Lo-Femenal (cycle)

7 Microgynon (cycle)

8 Microlut (cycle)

9 Microval (cycle)

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…

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Requested by: Issued by: Approved by: Received by:

Signature: Signature: Signature: Signature:

Date: Date: Date: Date:

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EXERCISE: EXCERPT FROM SITE VISIT MONITORING AND SUPERVISION REPORT Name of facility: Smalltown Health Center 4. The facility has: Yes No A locked drawer for keeping patient records X A working refrigerator X A locked cabinet for keeping high value or restricted items X Plastic bags for dispensing pills, tablets, etc. X Shelves for stacking bottles, boxes, etc. X Comments: Drawer and cabinet have working locks but were unlocked at time of visit. Refrigerator well maintained. 6. Products are arranged: Yes No To facilitate FEFO X With usable products separated from unusable products X According to therapeutic category X Comments: Some first to expire products are placed behind later to expire products. 7. The storeroom has: Yes No Fans or air conditioning to reduce room temperature X A backup generator X Firefighting equipment or supplies (fire extinguisher) X Adequate security measures X Comments: Three of the four fans are in working order. Sand bucket only half filled. 10. The following commodity management tools are available: Yes No Requisition vouchers X Monthly report forms X Stock cards X Comments:

Signature of Supervisor: Mohammud Biggleswade

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DATE REF. No.

ISSUED TO OR

RECEIVED FROM REC’D

(+) ISSUED(

-)

LOSSES and

ADJUST-MENTS BALANCE

NAME/ SIG. REMARKS

03/01/06 Physical Inventory 435 GRR

14/01/06 Dispensing Area 90 345 GRR

15/01/06 321 MSL 120 465 GRR



04/02/06 123 Jambo HC - 50 315 GRR Loaned out




14/03/06 Loss - 1 84 GRR Damaged by Kerosene

15/03/06 821 MSL 300 384 GRR


21/03/06 Loss - 10 274 GRR Expired


20/04/06 891 MSL 200 384 GRR


02/05/06 Jambo HC -50 234 GRR Loaned out



CODE: AR12175B

ITEM DESCRIPTION:

Stavudine/Lamivudine/Nevirapine Tabs STRENGTH: 30/150/200mg

UNIT:

Bottle of 60

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PopulationWelfareDepartmentLMISforms

ContraceptiveStockRegister‐CLR5This register is maintained by all warehouses and stores i.e. central and provincial warehouses, district stores, family welfare center stores and RHS-A centers. The form is meant to identify the source form whom any quantity is received and the consignee to whom any quantity has been issued from the warehouse/store. The form also contains the signature and remarks of the person receiving or issuing the contraceptives. The ‘balance (column 7)’ indicates the balance brought forward from the previous register and regular entries thereafter.

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IntegratedCLR‐6This form is used by all district level public sector Family Planning Service Providers (DPWO, DOH & LHW, PPHI) for requesting contraceptives from Central Warehouse. The new integrated CLR-6 was introduced in 2012 and it compiles requests from departments of Health and Population at district level. This form indicates the stock status and consumption during the past quarter and indicates the quantity requested for each contraceptive for this quarter. Immediately below is a job aid which explains how to complete the form with the CLR 6 following. Job Aid: Completing the Integrated Contraceptive Requisition Form CLR 6

Purpose: To request contraceptives from Central Warehouse and provide a report on consumption and stock status to PWD, DOH and P& D

Used by: All district level public sector Family Planning Service Providers (DPWO, DOH & LHW, PPHI)

Completed By: District level Officer in Charge at the DOH and PWD

When to Perform: Quarterly

Materials Needed: Updated Stock Cards for last 3 months, LMIS Reports, calculator, pen

Signed by: District Population Welfare officer and Executive District Officer Health

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Step Action Notes 1 For: Insert the name of the

person or position who the Requisition is intended for

For Example: Director of Central Warehouse

2 Requisition No:

Insert the appropriate Requisition number

This is determined by each District. Consult with the In Charge.

.3 Requisition Date: Write the date that you are sending in this order.

The Requisition should be completed at the end of the reporting period.

Example: 1 April 2013

4 Department of Health

Sections A – D

All steps are completed by following the instructions below. The only difference is who fills out sections A – D.

Section A is completed by the District Officer for the district

Section B is completed by the District Program Implementation Unit (DPIU)

Section C is completed by PPHI/CMIPCH

Section D is completed by MNCH

5 Section A

A-D 1 Provide the consumption at your facility for the past quarter

Completed by Executive District Officer

Provide this information for all products/columns on the form.

6 A-D 2 Provide the amount of stock on hand at the district store at the end of this quarter

Conduct a physical inventory and update your stock cards afterwards.

7 A-D 3 Provide total amount of stock at all health outlets in this district at the end of this quarter

Find this by reviewing all facility reports.

8 A-D 4 Determine the desired stock amount for the next two quarters.

Multiply the figure in A1 by 2. (Double your consumption for the quarter that just ended)

9 A-D 5 Determine your replenishment

(A5 - A4) subtract how much stock you have from the total you wish to have for the next period.

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1 Population Welfare Department

Sections E – H

All sections are completed by following the steps below. The only difference is who fills out parts E – H.

Section E is completed by DPWO

Section F is completed by Reproductive Health Centers (RHS)

Section G is completed by Marie Stopes Int’l

Section H is completed by Family Planning Associations of Pakistan (FPAP)

Each Section has two parts - an A and B.

Each part A and B is the same for all Sections

2 Section E – H, Part A1

Avg. quarterly sale on the basis of last three months consumption

Calculate the average sale per month based on the last quarter consumption and write in Pak rupees. The condoms are sold at 0.5 Rs per unit while all other contraceptive at 3 Rs. / unit or cycle

3 E – H, A2

Sale/Use Last Month

Indicate sale in Pak rupees for all contraceptives in this cell. The sale is calculated by multiplying the use/consumption by sale prices

5 E – H, A3

Amount of sales proceeds deposited in bank/treasury (Attach original paid challan)

Write amount that was deposited from these sales into the bank or treasury. Remember to keep track of your receipts or bank numbers

6 E – H, A4

Bank/Treasury challan no. & Date

Write the reference number of challan no. with date

7 E – H, B1

Consumption during the last quarter

Add up the total consumption for all products during the quarter that just ended. Find this information from the web-based LMIS if consumption data is regularly entered into it every month

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Task is complete when:

The Requisition Number and Date are filled in.

When either sections A- D or sections E – H have been completed for the 9 commodities.

The Maximum Quantity for the District to have on hand is calculated

The Order Quantity is calculated.

The name, signature and date of the person are filled in.

An authorized person signs and dates the requisition

Send CLR 6 to Central Warehouse

Confirm CWH has received CLR 6

See Exercise below

8 E – H, B2

Stock at the end of last quarter at district Store

This should be done by conducting a physical count. Update the corresponding stock cards at the same time so your true balance is known.

9 E – H, B3

Stock at the end of last quarter at health facilities

Add the monthly reports from all the health facilities in the district. Make estimates for non-reporting facilities

10 E – H, B4

Total Stock Available

Add steps 2+3 above

11 E – H, B5

Desired stock level for 2 quarters

Multiply step 1 (Consumption during the last quarter) X 2

12 E – H, B6

Replenishment Requested

Subtract step 4 from step 5

desired stock level – total stock available

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CLR 6 Exercise Following is the consumption data for COC in your district. Please fill in the appropriate cells in the CLR-6 form to complete the requisition. COC issued to clients from facilities during from 01 Oct to 31 Dec 2013 Facility- A Facility- B Facility- C Facility- D

Consumption 832 765 1,032 755

Stock on hand (as of 31 Dec 2013)

1,003 432 654 109

Stock on hand at district store as of Dec 31, 2013 is 1,200 cycles of COC

S.No Description Condom(No.)

1 2 3

PART ‐ A (To be filled by Requester)

A‐1 Consumption during the last quarter

A‐2

Stock at the end of last quarter at district Store

A‐3

Stock at the end of last quarter at health outlets

A‐4 Total Stock Available (A2+A3)

A‐5

Desired stock level for 2 quarters (A1x2)

A‐6 Replenishment Requested (A5‐A4)

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For:

Requisition No:

Requisition Date:

A ‐ Executive District Officer ‐ EDO‐Health (Static facilities)

POP COC EC Multiload Copper‐T

Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


A‐1

Consumption during the last

quarter

A‐2

Stock at the end of last quarter

at district Store

A‐3


at health outlets

A‐4 Total Stock Available (A2+A3) 0 0 0 0 0 0 0 0 0

A‐5


(A1x2) 0 0 0 0 0 0 0 0 0

A‐6

Replenishment Requested (A5‐

A4) 0 0 0 0 0 0 0 0 0

B ‐ District Program Implementation Unit ‐ DPIU (Community based distribution)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


B‐1


quarter

B‐2


at district Store

B‐3


at health outlets

B‐4 Total Stock Available (B2+B3) 0 0 0 0 0 0 0 0 0

B‐5


(B1x2) 0 0 0 0 0 0 0 0 0

B‐6

Replenishment Requested (B5‐

B4) 0 0 0 0 0 0 0 0 0

PPHI/CMIPHC (Static facilities)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


C‐1


quarter

C‐2


at district Store

C‐3


at health outlets

C‐4 Total Stock Available (C2+C3) 0 0 0 0 0 0 0 0 0

C‐5


(C1x2) 0 0 0 0 0 0 0 0 0

C‐6

Replenishment Requested (C5‐

C4) 0 0 0 0 0 0 0 0 0

D ‐ Maternal Neonatal & Child Health (MNCH)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


D‐1


quarter

D‐2


at district Store

D‐3


at health outlets

D‐4 Total Stock Available (D2+D3) 0 0 0 0 0 0 0 0 0

D‐5


(D1x2) 0 0 0 0 0 0 0 0 0

D‐6

Replenishment Requested (D5‐

D4) 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0

Remarks

Remarks

Department of Health

S.No Description

Condom

(No.)

Oral Pills(M.Cycles) IUD (Pieces) Injectables(Vials)

Implant

Description

Condom

(No.)

Oral Pills(M.Cycles)

Condom

(No.)


S.No Description

Condom

(No.)


Total Replenishment for DOH

Contraceptive Requisition Form(For DPWO)

IUD (Pieces)

S.No Description

Injectables(Vials)

Implant

IUD (Pieces) Injectables(Vials)

Implant


Implant

S.No

49

Population Welfare DepartmentE ‐ District Population Welfare Office ‐ DPWO


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12

PART ‐ A & B (To be filled by Requester) ‐ Part ‐A

1

Avg. monthly sale on the basis of

last three months consumption

2 Sale/Use Last Month

3

Amount of sales proceeds

deposited in bank/treasury

(Attach original paid challan)

4

Bank/Treasury challan no. &

DatePART‐B

E‐1


quarter

E‐2


at district Store

E‐3


at population outlets

E‐4 Total Stock Available (E2+E3) 0 0 0 0 0 0 0 0 0

E‐5


(E1x2) 0 0 0 0 0 0 0 0 0

E‐6

Replenishment Requested (E5‐

E4) 0 0 0 0 0 0 0 0 0

F ‐ Reproductive Health Centers (RHS‐A)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


1




3




4


DatePART‐B

F‐1


quarter

F‐2


at district Store

F‐3


at health outlets

F‐4 Total Stock Available (F2+F3) 0 0 0 0 0 0 0 0 0

F‐5


(F1x2) 0 0 0 0 0 0 0 0 0

F‐6

Replenishment Requested (F5‐

F4) 0 0 0 0 0 0 0 0 0

G ‐ Mariestopes International (MSI)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


1




3




4


DatePART‐B

G‐1


quarter

G‐2


at district Store

G‐3


at health outlets

G‐4 Total Stock Available (G2+G3) 0 0 0 0 0 0 0 0 0

G‐5


(G1x2) 0 0 0 0 0 0 0 0 0

G‐6

Replenishment Requested (G5‐

G4) 0 0 0 0 0 0 0 0 0

Injectables(Vials)

Implant

Remarks

Remarks

Remarks

Injectables(Vials)

Implant

S.No Description

Condom

(No.)

IUD (Pieces)

Injectables(Vials)

Implant

S.No Description

Condom

(No.)

Oral Pills(M.Cycles) IUD (Pieces)

S.No Description

Condom

(No.)

Oral Pills(M.Cycles) IUD (Pieces)


50

H ‐ Family Planning Association of Pakistan (FPAP)


Norigest

(NET‐EN)

Megestron

(DMPA)

1 2 3 4 5 6 7 8 9 10 11 12


1

Avg. quarterly sale on the basis of last

three months consumption


3

Amount of sales proceeds deposited in

bank/treasury (Attach original paid

challan)

4 Bank/Treasury challan no. & DatePART‐B

H‐1 Consumption during the last quarter

H‐2

Stock at the end of last quarter at district

Store

H‐3

Stock at the end of last quarter at health

outlets

H‐4 Total Stock Available (H2+H3) 0 0 0 0 0 0 0 0 0

H‐5 Desired stock level for 2 quarters (H1x2) 0 0 0 0 0 0 0 0 0

H‐6 Replenishment Requested (H5‐H4) 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0

PART ‐ B (To be filled at warehouse)

7 Quantity Approved

8 Relevant Issue Voucher

EDO (Health) DPWO

Signature: Signature:

Name: Name:

Designation: Designation:

Remarks

Grand Total


Implant

Total Replenishment for PWD

S.No Description

Condom

(No.)


51

District Contraceptive Stock Report (CLR-15)

The report has two parts. Part-I related to the position at the District Store and Part-II indicates the stock and sales position at various categories of the field operational units. The commodities issued from district store should be the same as received by field level. The commodities issued from field levels (indicated as sold in the form) are used as a proxy for consumption where ‘dispense to user’ data is not available.

52

53

54

OTHER CONTRACEPTIVE LOGISTICS FORMS

DOH-2 LHV requests for commodities through DOH-2 from EDO(H) and collect the commodities during monthly meetings. This form has requester particulars that include District & Tehsil names along with name of outlet. The other indicators are Opening balance, Received, Sold/Dispensed, closing Balance and Next Month demand. DoH-1 This form is being used by EDO(H) to report Monthly Contraceptive Performance Report . this report then fed into the HMIS. The indicators of this form are Contraceptive sold/dispensed, Current Month, Previous month and %age increase/decrease RHC-F-1 This is form is prepared by Health Outlets each month and report then sends to EDO(H). This form contains the service delivery indicator along with contraceptive new and older cases served during this month. CLR-5 This is contraceptive Stock Register. This register is being maintained in all warehouses and stores at central, provincial, districts, FWCs, RHS centers etc. Separate pages is being maintained to record each contraceptive. FWC-F-1 This is form is prepared by FWC each month and report then sends to DPWO. This form contains the service delivery indicator along with contraceptive new and older cases served during this month. The logistics indicators for contraceptive also included in this form MSU-F-1 This is form is prepared by MSU (Mobile Services Unit) each month and report then sends to DPWO. This form contains the service delivery indicator along with contraceptive new and older cases served during this month. The other indicators of this form are Staff Position, Equipment, General Medicine Stock and vehicle Conditions The logistics indicators for contraceptive also included in this form CLR-15 This is District Contraceptive Stock Report. Part-I of this report relates to the position at the district store and part-II indicates the stock and sales position at categories of field operational unit. CLR-11 This is Provincial Contraceptive Stock Report (district wise). This report is prepared by Monitoring and Provincial Cell of Provincial Offices every month for submission of M&S wing of MoPW. This report is prepared separately district wise for each type of contraceptive.

55

CLR-8 This is monthly Warehouse Contraceptive Stock and Dispatch Report. This report is prepared by Central and Provincial Warehouse each month and sends to Director PME. Part-A of the report indicates the accountability and stock position. Part-B is a breakdown of dispatches to various categories of recipients

56

LHW LMIS forms

BINCARD This indicates the balance of a specific item available in the stock; it is used for all levels of storage facilities.

Lady Health Workers Program

Name of Article

Accounting Unit: Batch No.

Mfg Date Exp. Date

Date Description Quantity Balance Initials

Receipt Issued

57

BIN CARD MUST SHOW ALL REQUIRED INFORMATION

Name of commodity Accounting Unit Batch No. of commodity (if applicable) Manufacturing date Expiry Date Date received/ issued Description Quantity of commodity received/ issued Balance Initials of storekeeper.

HOW TO USE THE BIN CARD One card must be used for each stack of commodity. For each type of commodity, the Storekeeper of the warehouse / store must

prepare the card.

Name of Item/ Article Name of the item along with specifications must be written as shown in the example. Accounting Unit It is the individual piece contained in the standard packing of a product. It is very important to note that supplies must always be requisitioned, issued and reported in terms of their fundamental accounting unit. Batch No. Batch No. of the commodities, if any, (written on the packing by manufacturers) must be clearly mentioned. Mfg./ Exp. Date In specified columns, manufacturing/ expiry dates on the medicines/ contraceptives (written on the packing by manufacturers) must be mentioned. Date In this column, date must be mentioned on which date transactions (issued/ receipt) are made. Description In this column, it must be mentioned from where the material has been received or to whom it is issued on a particular date. Signature Initials of storekeeper must appear against all entries on the Bin Card.

58

Note: It is important that entries on the Bin Card must be recorded on the same date on which the transaction is actually made.

Example

40,000 tablets of Paracetamol were in the stock at the DPIU Sanghar store. 100,000

tablets were received on 12-09-2002 from PPIU and 60,000 tablets were distributed

from DPIU store to 5 different health facilities on 13-09-2002. The entries made on the

Bin Card are as follows:

NATIONAL PROGRAMME FOR FAMILY PLANNING AND PRIMARY HEALTH CARE

BIN CARD

Name of Article PARACETAMOL TAB 500mg Accounting Unit TABLET Batch

No. 123454

Mfg. Date: 08-98 Exp.Date: 08-2003

Date Description Quantity Balance Signature

Receipt Issued

12/09/2002 Opening balance 40,000

12/09/2002 Received from PPIU 100,000 140,000

13/09/2002 Issued to health facilities 60,000 80,000

59

CONSUMPTIONRECORDAccurate information on quantities of commodities distributed by the LHWs to the community in intervals of one month is essential for proper management and replenishment. Submission of monthly reports by the LHWs to the concerned FLCF takes place in the first week of the following month. Amounts/quantities equivalent to the consumed commodities will be replenished. FLCF staff must consolidate the data, and submit the report to DPIU in the second week. Subsequently the District PIU staff will compile the District Monthly Reports and will submit them to PPIU/RPIUs in the third week. At PPIU/RPIU Provincial Monthly Report will be completed for onward submission to FPIU before the end of the fourth week.

FLCF MONTHLY REPORT (LMIS)

In FLCF monthly report, the portion relevant to LMIS is LHW Kit at Serial No. 7. Instruction for filling the FLCF, LMIS portion o Received

Quantity and date of receipt of commodities from DPIU during the reporting month are recorded in this column.

o Quantity distributed

The quantities of commodities distributed to the LHWs are written in this column. The quantity distributed to each LHW will be written using the LHW’s individual code number as allocated to her.

o Present stock The balance of commodities present in the FLCF is calculated at the end of each month as under: Present stock = Previous Balance + any stock received during reporting month from DPIU – any stock distributed to LHWs during the reporting period.

o Days out of stock

Number of days for which the drugs/medicines/contraceptives remained out of stock in the store of the facility during the reporting month will be written

60

NATIONAL PROGRAMME FOR FAMILY PLANNING AND PRIMARY HEALTH CARE

District Quarterly Inventory Report & Request for Commodities District__________________ Working LHWs Report for Quarter Beginning 200 Ending 200

I II III IV V VI VII VIII IX X XI Item Name Opening

Balance at DPIU

Received during last Qtr. From PPIU

Total qty. (II + III)

Issued during last Qtr. To FLCFs

Average Monthly Consumption AMC

Total requirement ( VI x 5.5 months)

Balance at DPIU (IV - V)

Balance at FLCF

Total Balance in the District (VIII + IX)

Net Requirement (VII - X)

Paracetamol Tablets

Paracetamol Syrup

Choloquine Tablets

Choloquine Syrup

Piprazine Syrup

Ferrous Fumerate + Folic Acid Tab.

Sticking Plaster

Antiseptic Lotion

Cotton Wool

Cotton Bandages

Eye Ointment

Mebendazole Tablets

O.R.S.

Benzyl Benzoate Lotion

Condom

Oral Contraceptive Pills

Inj. Depoprovera

IUCDs

Prepared By: Signature______________ Countersigned by EDO(H)/District Coordinator: Date: ___________

61

How to use Inventory Report/ Requisition forms

1. The Inventory Report/Requisition Forms are filled by DPIU and FLCF, for requesting drugs/medicines/commodities (supplies) from the Provincial/Regional warehouses and DPIU stores.

2. Requisition form are prepared and submitted by PPIUs/RPIUs on annual basis,

while DPIUs and FLCFs on quarterly basis. 3. At Provincial/Regional PIUs, it will be prepared by the Logistics Officers, District

Coordinators at DPIUs level and at the facility by the concerned store official. 4. Each form is prepared in duplicate. The requisitioning office submits one copy to

the issuing office and the other copy is retained at the requisitioning office.

62

SampleFeedbackReports

The following 17 pages are samples of LMIS Feedback Reports

63

64

65

66

67

68

69

70

71

72

73

74

75

76

77

78

79

80

81

SESSION 5 STORAGE AND DISTRIBUTION

Guidelines for the Storage of Essential Medicines Scavenger Hunt

1. Name two data elements that are required on stock records and two that are

optional. 2. Which term best describes storage of products at between 8 and 15 degrees Celsius

(45 to 59 degrees Fahrenheit)? 3. Identify two techniques for cyclic physical inventory. 4. What is the minimum width for a passageway between shelves and racks? How far

away from the wall should shelves be placed? 5. Name 4 types of disposal methods. Which method is ideal? Which method would

be appropriate to use in a very resource limited setting? 6. Identify three indicators of quality problems for sterile products. 7. Identify three specific steps that should be taken to guard against pests.

82

8. Name 3 methods for arranging medicines/products in the storeroom. Name one that

is more appropriate for a large facility that manages many products and one that is more appropriate for a small facility that manages a limited number of products.

9. Name three specific reasons for requiring special storage/handling of HIV/AIDS

products (ARVs in particular). 10. If using refrigerators for cold storage, what is a measure you can take to protect cold

chain items in the event of a power failure? 11. Name two specific steps that should be taken to guard against humidity. 12. What is a sharps container? Where should it be kept? 13. In what situations are pallets most useful? What are 2 types of pallet lifters?

83

When to Conduct a Visual Inspection

A. every time products are received from the manufacturer (usually at the central level)

B. each time the warehouse or clinic receives supplies

C. when conducting a physical inventory dispensing products to a client

D. when issuing products from one level to another

E. when investigating complaints

F. when supplies are about to expire

G. when supplies show signs of damage

H. when products have been kept under improper storage conditions

84

Product-related Problems

1. Missing expiration or manufacturing date, when required on the carton or

outer box

2. Broken or crumbled tablets

3. Information on boxes or cartons illegible

4. Dirty, torn or otherwise damaged boxes

5. Missing product or empty boxes

6. Missing expiration date on multiple-unit cartons, with expiration date on individual units

7. Contents not identified on multiple-unit cartons

8. Water-damaged cartons

9. Products found outside warehouse or clinic

10. Cartons with holes and/or frayed edges

85

GUIDELINES FOR PROPER STORAGE 1. The storage space must be kept clean and cleaned regularly 2. The storage space must be cross-ventilated and installed ceiling and exhaust fans. 3. Ceiling fans must be turned on during daylight hours. 4. Exhaust fans must be turned on at all, times when temperatures exceed 25 degrees Celsius. 5. Thermometer must be displayed on wall and two readings per day must be recorded in a

separate register i.e. 9:00 a.m. & 2:30 p.m. 6. Incandescent lighting fixtures (no tube lights) to be positioned at suitable intervals. 7. Store walls must be painted with a lime-based substance annually (Whitewashed) 8. Roofs must not leak; rain/floodwater must be managed by proper drainage arrangements

installed externally. 9. The sun must not shine directly on stored commodities. 10. Floor must be raised at least 6 inches above the plinth and must be flat and cemented. 11. The walls and under-ceilings must be disinfected periodically with a mild commonly

available household spray. 12. Storerooms must be equipped with pallets, racks, shelves and lockable almirahs. 13. Storerooms must be equipped with functional (up-to date) fire extinguishers. 14. Physical security must be ensured by the presence of designated security guards (at-least

three in numbers). 15. Visitors’ book is to be maintained for signature and comments of authorized personnel who

visit storeroom/ warehouse. 16. Cartons must be stacked on pallets with minimum of 4 inches (9-10cms) of space between

floor and bottom of cartons. 17. Carton labels must be visible and right side up. 18. Bin Cards, containing up-to-date information, must be positioned/affixed on stacks, on

shelves, (outside) and/or on racks. 19. Space between stacks and walls must be 12 inches (33cms). 20. Stacks must not be higher than 8 feet (2.5meters). If at that height the lower cartons

show squashing/buckling/compression, etc. then this rule has to be amended. 21. Stacks must be vertically aligned/straight, and must not lean to left or right. 22. At least 3 feet, or one-meter space, between stacks must be maintained. 23. Medicines, drugs and contraceptives must not be stored in same room with Insecticides,

volatile chemicals and fluids (like alcohol, kerosene, diesel and petrol), Non-usable equipment, machinery, spare parts, expired drugs, obsolete materials, old files, obsolete stationary and other printed materials.

24. FEFO: While issuing commodities First Expiry/First Out methods must be adopted and practiced

25. Store condoms and other latex products away from electric motors and fluorescent lights. 26. Maintain cold storage, including a cold chain, for commodities that require it. 27. Keep narcotics and other controlled substances in a locked place. 28. Store flammable products separately using appropriate safety precautions.

86

SESSION 6 ASSESSING STOCK STATUS

ASSESSING STOCK STATUS AT CLINIC LEVEL EXERCISE 1

You have just begun your assignment at your clinic and you want to become very familiar with consumption patterns and your stock situation. Therefore you have decided to determine the stock status for each contraceptive monthly. With the information given on the daily activity registers, inventory control cards, and nurses desk drawer inventory chart (Table A) provided, determine the months of stock on hand for Microgynon for the months of May 2006 through July 2006. Stocks in this clinic are issued to the nurses for distribution to users. The nurses store the contraceptives they are issuing to users in their desk drawers. To determine your stock on hand, you must add the amount of stock in the storeroom to the amount available in the nurses’ drawers. This information is found on inventory control cards and in Table A. Until you have three months data, use as many months’ data as you have for each monthly calculation to determine the average monthly stock dispensed to users. For example, on May 31st, 2006, you only have one month’s data, so you would use that month’s data only. (Use additional data as it becomes available.) Round your average monthly dispensed to user calculations to the nearest whole number and your months of stock answers to one place after the decimal point. Enter your calculations in the appropriate columns below.

Inventory Control Card for Microgynon

Microgynon Date

Stock on

Hand Consumption

this month Average Monthly

Consumption

Months of Stock on Hand

May 31, 2006

June 30, 2006

July 31, 2006

87

INVENTORY CONTROL CARD

Commodity Number

Description: Microgynon

Unit:

Cycles (100 per box)

Maximum Stock:

5 months

Minimum Stock:

2 months

Location:

Sopoka

Date Transaction Reference

Quantity Received

Quantity Issued

Losses/ Adjustments

Quantity On Hand

Quantity On Order

February 26, 2006

500 100 400

June 3, 2006

100

300

July 4, 2006

100

200

88

Table A

& Daily Activity Registers

(DARs)

assesstock Handout 2, page 89

89

Table A

Nurses Desk Drawer Inventory

Microgynon Condoms May 31, 2006 3 cycles 16 pieces June 30, 2006 43 cycles 8 pieces July 31, 2006 71 cycles 108 pieces

90

Exercise 1 DAILY ACTIVITY REGISTER (FAMILY PLANNING)

Month: May S.D.P./Clinic S.D.P./Clinic Name Sopoka Number:10 Year: 2006 Date Name of Client Client

Number Client Type Contraceptives Dispensed at this Visit Referrals Glo-

ves Comments/

Remarks New Revisit Oral Contraceptives Injectables Nor-plant

IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

1/5 Sam Kambu 80 x 12

1/5 Mary Ben 59 X 3

1/5 Michelle Kifaluka 81 x 1

1/5 Maureen Jima 47 X 3

1/5 Margaret Nashara 82 x 1

1/5 Simone Duma 83 x 1 1

1/5 Melissa Ntube 12 X 1

1/5 Karen Traore 84 x 1

1/5 Mary John 66 X 3

1/5 Jeanette Busia 46 x 3

8/5 Abigail Mo 54 x 3

8/5 Mukami Riberia 7 x 1

8/5 Shana Pierce 18 x 1

8/5 Annie Hawa 85 x 1

15/5 Thelma Louise 19 x 1

15/5 Elizabeth Keita 86 x 1

15/5 Nowai James 68 x 3

15/5 Jane Diallo 61 x 3

Totals for this page: 7 11 16 6 9 12 1

Totals for this month:

91

DAILY ACTIVITY REGISTER (FAMILY PLANNING)

Month: May S.D.P./Clinic S.D.P./Clinic Name: Sopoka Number: 10 Year: 2006 Date Name of Client Client


ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

15/5 Mariam Thomas 87 x 1

22/5 Benjamin Peter 14 x 24

22/5 Rayna Smythe 69 x 3

22/5 Fanta Akimba 88 x 1

22/5 Samba Soko 8 x 24

22/5 Anne Hangali 89 x 1

22/5 Ellen Kidyalla 90 x 1

22/5 Abu Moses 4 x 24

22/5 Erica Faye 11 x 1

22/5 Sarah Seku 16 x 3

22/5 Fatu Torre 17 x 1

23/5 Rachel Were 13 x 3

23/5 Rose Mosongo 10 x 3

23/5 Aminata Amina 1 x 3

23/5 Esther Kibet 6 x 3

23/5 John Sawyer 67 x 24

23/5 B.J. Taylor 76 x 3

23/5 Yaya Diawa 91 x 1

Totals for this page: 5 13 18 3 7 96


92

DAILY ACTIVITY REGISTER (FAMILY PLANNING) Month:May S.D.P./Clinic Name: Sopoka Number: 10 Year: 2006 Date Name of Client Client


ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

23/5 Ben Doe 56 x 24

23/5 Mary John 66 x 3

23/5 Melinda Thomas 20 x 1

23/5 Andrea Macha 92 x 1 1

28/5 Andrea Dolo 78 x 3

28/5 Lua John 93 x 1 1

28/5 Liza Mwiola 94 x 1

28/5 Edward Doe 95 x 12

28/5 Karen Torre 74 x 3


Totals for this month: 17 27 44 10 18 144 3

93

DAILY ACTIVITY REGISTER (FAMILY PLANNING) Month: June

S.D.P./Clinic S.D.P./Clinic

Name: Sopoka Number:10 Year: 2006 Date Name of Client Client


ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

3/6 Peter Mushi 71 x 24

3/6 Catherine Ndeti 36 x 1

3/6 Alma Tankara 96 x 1 1

3/6 Elizabeth Silas 32 x 1

8/6 Simone Duma 83 x 3

8/6 Lua John 93 x 3

8/6 Katherine Thube 21 x 1

8/6 Abdullai Kassam 97 x 1 1

8/6 Stacey James 38 x 1

15/6 Angela Coulilaly 98 x 1

15/6 Heather Rutazza 99 x 1

15/6 Edward Doe 95 x 24

15/6 Sam Kamu 80 x 24

15/6 Helen Embu 31 x 1

16/6 May Seku 100 x 3 1

16/6 Joyce Kalimi 9 x 1

16/6 Richard Kema 101 x 12

20/6 Fatu Ayallo 27 x 6



94



Name: Sopoka Number 10 Year: 2006

Date Name of Client Client Number

Client Type Contraceptives Dispensed at this Visit Referrals Glo-ves

Comments/ Remarks New Revisit Oral Contraceptives Injectables Nor-

plant IUCD's Con-

doms Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

20/6 Anna Diabate 102 x 1

20/6 James John 103 x 12

20/6 Mary Pascewe 34 x 3

22/6 Elizabeth Mwiloha 104 x 1

22/6 Miriam Ayallo 105 x 3 1

22/6 Anna Kiamba 28 x 1

22/6 Shana Nduati 37 x 1

22/6 Rachel Wapilila 106 x 1 1

22/6 Rose Muma 107 x 3 1

23/6 Sarah Doto 41 x 3

23/6 Jane Soko 22 x 3

23/6 Mukami Swai 108 x 1

23/6 Sandra Mo 109 x 3 1

23/6 Patricia Bimat 30 x 1

23/6 Fatima Doka 39 x 6

23/6 Margaret Sanya 110 x 1

23/6 Linda Kessy 111 x 1

23/6 Karen Lema 112 x 1



95





ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

23/6 Peter Cane 113 x 12

23/6 Helen Moses 40 x 6

23/6 Kathryn Mwamba 114 x 1 1

29/6 Ellen Wabera 9 x 3

29/6 Andra Soko 115 x 3 1

29/6 Suzanne Kimathi 25 x 1

29/6 Ann James 116 x 3 1

29/6 Massara Thompson

117 x 1

29/6 Louise Njoki 15 x 3

30/6 Anne Njeru 26 x 1

30/6 Helen Kamu 118 x 3 1

30/6 Lillian Dibibi 119 x 1 1

30/6 Jane Assefa 120 x 1

30/6 Nancy Duna 121 x 3 1

30/6 Helen Peter 3 x 3

30/6 Abigail Taylor 122 x 3 1

30/6 Faith Slater 123 x 1

30/6 Andrea Moses 5 x 3



96





ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

30/6 Anna Ayalla 2 x 3

Totals for this page: 1 3


97

DAILY ACTIVITY REGISTER (FAMILY PLANNING) Month: July


Name: Sopoka Number: 10 Year: 2006 Date Name of Client Client


ves Comments/


IUCD's Con-doms

Foam-ingTablets

Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

2/7 Jane Doe 124 x 1 1

2/7 Mary John 125 x 1 1

2/7 Alexis Kimana 57 x 1

2/7 Josephine Kipendi 126 x 1

2/7 Carla Homa 51 x 1

5/7 John Peter 127 x 8

5/7 Lillian Dibibi 119 x 3

5/7 Rachel Kyara 128 x 1

5/7 Fatima Kai 129 x 1 1

12/7 Mary Ben 59 x 3

12/7 Sarah John 130 x 3 1

12/7 Giselle Ayalla 48 x 1

12/7 May Seku 100 x 3

12/7 Miriam Ayalla 105 x 3

12/7 Benjamin Peter 14 x 12

12/7 Alma Tankara 96 x 3

12/7 Angela Rayburn 44 x 1

12/7 Rayna Smythe 69 x 3



98

DAILY ACTIVITY REGISTER (FAMILY PLANNING) Month: July S.D.P./Clinic

S.D.P./Clinic Name: Sopoka Number:10 Year: 2006




plantIUCD's Con-


Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

12/7 Rose Muna 107 x 3

19/7 Mariam Senegama 131 x 1

19/7 Samba Soko 8 x 12

19/7 Christine Magami 132 x 1

19/7 Josephine Baringo 55 x 1

19/7 Abu Moses 4 x 12

19/7 Richard Kena 101 x 12

19/7 Rima Mboka 133 x 1

19/7 Rachel Wapilila 106 x 3

19/7 Nellie Miningi 49 x 1

21/7 Sandra Mo 109 x 3

21/7 Carla Jones 53 x 1

21/7 Andra Soko 115 x 3

21/7 Kathryn Mwamba 114 x 3

21/7 Ann James 134 x 3 1

21/7 Heather Baruda 58 x 1

21/7 Jane Diallo 61 x 3

24/7 James John 103 x 12



99


S.D.P./Clinic Name: Sopoka Number 10 Year 2006




plantIUCD's Con-


Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

24/7 Rima Alland 63 x 1

24/7 Nancy Duna 121 x 3

24/7 Lillian Angala 70 x 1

24/7 Nowai James 68 x 3

26/7 Elizabeth Temba 135 x 1

26/7 Abigail Taylor 122 x 3

26/7 Peter Cane 113 x 8

26/7 Massara Kigadye 136 x 1

26/7 Karen Torre 74 x 3

26/7 Abigail Mo 54 x 3

26/7 Joan Matuba 62 x 3


27/7 Rena Manson 50 x 1

27/7 Maureen Jima 47 x 3

27/7 Jeanette Busia 46 x 3

27/7 Amana Upangile 137 x 1

27/7 Sarah Seku 16 x 3

27/7 Rachel Were 13 x 3

Totals for this page: 3 15 27 6 6 8


100


S.D.P./Clinic Name:Sopoka Number:10 Year:2006




plantIUCD's Con-


Sterili-zation

Natural FP Micro-

gynon Neo-gynon

Eu-gynon

Micro-lut

Nor-dette

Lo-gynon

Tri-nordial

Depo-provera

Nori-sterat

Copper T

NovaT Multi-load

27/7 Giselle Angala 138 x 1

27/7 Alise Mwilolo 139 x 1

27/7 Lillian Cousins 65 x 1

27/7 Rose Mosongo 10 x 3

27/7 Aminata Amina 1 x 3

27/7 Esther Kibet 6 x 3

27/7 B.J. Taylor 76 x 3

27/7 Andrea Dolo 78 x 3

27/7 May Matunga 140 x 1

27/7 Amy Thube 75 x 1


27/7 Katherine Mworia 141 x 1

27/7 Margaret Kahari 142 x 3 1

27/7 Ben Doe 56 x 12

27/7 Peter Siku 143 x 12



101

102

Exercise 2 Assessing Stock Status at the District Level

SITUATION: You are Janet Mijoni, District Pharmacist for Mzimba District. There are three health centres in your district: Enukweni, Gowa and Karonga.

It is March 6, 2007 and you must calculate the stock status of doxycycline for your health centres, as well as the district, as of February 28, 2007. Use a 3 month average, as appropriate. ATTACHED YOU WILL FIND: Eighteen (18) completed Health Centre Monthly Reports for the months of September 2006,

October 2006, November 2006, December 2006, January 2007 and February 2007 District pharmacy inventory control cards for doxycycline and erythromycin

INSTRUCTIONS: Enter your calculations in the appropriate columns below: DOXYCYCLINE

Enukweni Date

Stock on

Hand Consumption this month

Dec. 31, 2006

Jan. 31, 2007

AMC for Feb. 28

MOS for Feb. 28

Feb. 28, 2007

103

Doxycycline Gowa Date

Stock on


Dec. 31, 2006

Jan. 31, 2007

AMC for Feb. 28

MOS for Feb. 28

Feb. 28, 2007

Karonga Date

Stock on


Dec. 31, 2006

Jan. 31, 2007

AMC for Feb. 28

MOS for Feb. 28

Feb. 28, 2007

MzimbaDistrict Date

Stock on Hand

(District pharmacy)

Stock on

Hand (Clinics)

Consumption this month

Dec. 31, 2006 AMC for

Feb. 28, 2007

Jan. 31, 2007 MOS for

Feb. 28, 2007

(District Only)

MOS for Feb. 28, 2007

(District + Clinic)

Feb. 28, 2007

104

EXERCISE 2 CONTINUED MONTHLY REPORT & REQUEST FORM

District: Mzimba Facility: Enukweni Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month November Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/ Issued

Losses/ Adjust-ments

Ending Balance

Quantity Needed

Doxycycline

230

100 110

220

Erythromycin

265

90 130

225

Submitted: John Mponga Explanation of losses: Date: December 2, 2006

MONTHLY REPORT & REQUEST FORM

District: Mzimba Facility: Enukweni Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month December Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

220

100 115

205

Erythromycin

225

140 125

240

Submitted: John Mponga Explanation of losses: Date: January 3, 2007

105

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Enukweni Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month January Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

205

125 105

225

Erythromycin

240

130 120

250

Submitted: John Mponga Explanation of losses: Date: February 4, 2007


District: Mzimba Facility: Enukweni Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month February Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

225

100 110

215

Erythromycin

250

120 125

245

Submitted: John Mponga Explanation of losses: Date: March 2, 2007

106

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Gowa Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month November Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

237

150 155

232

Erythromycin

215

130 115

230

Submitted: Mary Phiri Explanation of losses: Date: December 2, 2006

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Gowa Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month December Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

232

160 150

242

Erythromycin

230

100 120

210

Submitted: Mary Phiri Explanation of losses: Date: January 3, 2007

107

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Gowa Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month January Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

242

150 147

245

Erythromycin

210

140 115

235

Submitted: Mary Phiri Explanation of losses: Date: February 4, 2007


District: Mzimba Facility: Gowa Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month February Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

245

170 144

271

Erythromycin

235

100 110

225

Submitted: Mary Phiri Explanation of losses: Date: March 2, 2007

108


District: Mzimba Facility: Karonga Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month November Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

125

50 90

85

Erythromycin

150

100 85

165

Submitted: Doris Banda Explanation of losses: Date: December 2, 2006

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Karonga Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month December Year 2006

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

85

170 80

175

Erythromycin

165

100 90

175

Submitted: Doris Banda Explanation of losses: Date: January 3, 2007

109

MONTHLY REPORT & REQUEST FORM District: Mzimba Facility: Karonga Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month January Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

175

160 85

250

Erythromycin

175

100 110

165

Submitted: Doris Banda Explanation of losses: Date: February 4, 2007


District: Mzimba Facility: Karonga Facility type: Depot: � District Store: � SDP/Clinic: � Other: Report for: Month February Year 2007

Product

Beginning Balance

Received

This Month

Dispensed/

Issued


Ending Balance

Quantity Needed

Doxycycline

250

0 90

160

Erythromycin

165

120 115

170

Submitted: Doris Banda Explanation of losses: Date: March 2, 2007

110

INVENTORY CONTROL CARD Commodity Number: Description: Doxycycline Unit: 100mg tablets

Maximum Stock: 6 months

Minimum Stock: 3 months

Location: Mzimba

Date

Transaction Reference

Quantity Received

Quantity Issued

Losses/ Adjustments

Quantity on Hand

Quantity on Order

10 Nov 2006

Enukweni Clinic

100 1020

11 Nov 2006

Gowa Clinic 150 870

11 Nov 2006

Karonga Clinic 50 820

28 Nov 2006

Regional Store 1200 2020

30 Nov 2006

Physical Inventory

2020

9 Dec. 2006 Enukweni

Clinic 100 1920

9 Dec 2006 Gowa Clinic 160 1760 9 Dec 2006 Karonga Clinic 170 1590

31 Dec 2006

Physical Inventory

1590

12 Jan. 2007

Enukweni Clinic

125 1465

12 Jan. 2007

Gowa Clinic 150 1315

13 Jan. 2007


31 Jan. 2007

Physical Inventory

1155

8 Feb. 2007 Enukweni

Clinic 100 1055

9 Feb. 2007 Gowa Clinic 170 885 23 Feb.

2007 Regional Store 1200 2085

28 Feb. 2007

Physical Inventory

2085

111

INVENTORY CONTROL CARD Commodity Number: Description: Erythromycin Unit: 250mg tablets, 1000 tablets per tin

Maximum Stock: 6 months

Minimum Stock: 3 months

Location: Mzimba

Date

Transaction Reference

Quantity Receive

d

Quantity Issued

Losses/ Adjustments

Quantity on Hand

Quantity on Order

10 Nov. 2006

Enukweni Clinic

90 1050

11 Nov. 2006

Gowa Clinic 130 920

11 Nov. 2006


28 Nov. 2006


30 Nov. 2006

Physical Inventory

1820

9 Dec. 2006 Enukweni

Clinic 140 1680

9 Dec. 2006 Gowa Clinic 100 1580 9 Dec. 2006 Karonga Clinic 100 1480

31 Dec. 2006

Physical Inventory

1480

12 Jan. 2007

Enukweni Clinic

130 1350

12 Jan. 2007

Gowa Clinic 140 1210

13 Jan. 2007


31 Jan. 2007

Physical Inventory

1110

8 Feb. 2007 Enukweni

Clinic 120 990

9 Feb. 2007 Gowa Clinic 100 890 9 Feb. 2007

Karonga 120 770

23 Feb. 2007


28 Feb. 2007

Physical Inventory

1770

112

HOMEWORKEXERCISE1

ASSESSINGSTOCKSTATUS Instructions: Just as you did for Exercise 1, with the information given on the daily activity registers, inventory control cards, and nurses desk drawer inventory chart (Table A) provided, determine the months of stock on hand for condoms for the months of May 2006 through July 2006. Enter your calculations in the appropriate columns below.

Condoms

Date

Stock

on Hand

Consumption this month

Average Monthly

Consumption

Months of

Stock on Hand

May 31, 2006

June 30, 2006

July 31, 2006

113

INVENTORY CONTROL CARD

Commodity Number

Condoms Description

100 pieces per box Unit

12 months

Maximum Stock

7 months

Minimum Stock

Sopoka

Location

Date Transaction Reference

Quantity Received

Quantity Issued

Losses/ Adjustments

Quantity On Hand

Quantity On Order

January 26, 2006

3000

3000

February 1, 2006

100

2900

March 28, 2006

100

2800

April 8, 2006

100

2700

May 15, 2006

100

2600

June 15, 2006

100

2500

July 5, 2006

100

2400

July.19, 2006

100

2300

114

HOMEWORKEXERCISE2

ASSESSINGSTOCKSTATUS Instructions: Just as you did for Exercise 2 in class, Calculate the stock status of your health centres and district for erythromycin, using the 18

completed Health Centre Monthly Reports for the months of September, October, November, December, January, and February and the District pharmacy inventory control cards for doxycycline and erythromycin.

SITUATION: You are Janet Mijoni, District Pharmacist for Mzimba District. There are three health centres in your district: Enukweni, Gowa and Karonga.

It is March 6, 2007 and you must calculate the stock status of ethryomycin for your health centres, as well as the district, as of February 28, 2007. Use a 3 month average, as appropriate. ERYTHROMYCIN

Enukweni Date

Stock on

Hand Consumption

this month Dec. 31, 2006

Jan. 31, 2007

AMC for Feb. 28:

MOS for Feb. 28:

Feb 28, 2007

115

Gowa Date

Stock on

Hand Consumption


Jan. 31, 2007

AMC for Feb. 28:

MOS for Feb. 28:

Feb 28, 2007

Karonga Date

Stock on

Hand Consumption


Jan. 31, 2007

AMC for Feb. 28:

MOS for Feb. 28:

Feb 28, 2007

Mzimba District Date

Stock on Hand

(District pharmacy)

Stock on Hand

(Clinics) Consumption

this month

Dec. 31, 2006

AMC for Feb. 28:

Jan. 31, 2007

MOS for Feb. 28: (District Only)

MOS for Feb. 28: (District + Clinic)

Feb 28, 2007

116

SESSION 7 MAX MIN INVENTORY CONTROL SYSTEMS

FORCED ORDERING MAXIMUM-MINIMUM INVENTORY CONTROL EXERCISE 1 With the data given below, calculate the quantity of Brand X condoms to order if the maximum stock level for Brand X is 5 months and an emergency order point of 1 month. One case of 3000 condoms was ordered and has not yet been received. Use an average of the last 3 months data for your calculations.

BRAND X CONDOMS BALANCE OF BRAND X ON HAND Dispensed to Users October 1, 2008 is 2335 pieces. September 07 2508 October 07 3000 November 07 2778 December 07 2178 January 08 2552 February 08 2240 March 08 2846 April 08 2530 May 08 2478 June 08 2612 July 08 2108 August 08 2868 September 08 2424

(Note there are no documents for Sessions 8 or 9)

117

SESSION 10 ANALYZING LMIS

Exercise: Analysis of an Inventory Control Card

Inventory Control Cards (ICC) can be a valuable source of information on how well a supply system is functioning, and if program policies are being followed. By reviewing ICCs one can quickly determine, for example, if commodities are being shipped or received in specified lot sizes, and the frequency of shipments. Both of these are measures of efficiency. In this exercise you will analyze a hypothetical Inventory Control Card for Oral Rehydration Salts which has 100 packets per box and 10 boxes per case. This supply is maintained in a regional warehouse. As the logistics supervisor of this program, you are eager to identify and resolve problems quickly, before they have a chance to affect the performance of the program. In completing this exercise, assume that the ten clinics re-supplied by the regional warehouse are to be re-supplied every 3 months, and that program policy requires that warehouses take a physical inventory the last working day of each month. Circle the problems -- if any-- you find while analyzing the Inventory Control Card, and be sure you can explain what problems you believe exists. You should also be prepared to discuss whether these problems could have a major or minor impact on the program, and make recommendations on what should be done to solve them.

118

DISTRICT LEVEL INVENTORY CONTROL CARD Product: Oral Rehydration Salt Maximum Stock Level: 6 MOS Package Size: 100 packets per box/10 boxes per case Minimum Stock Level: 3 MOS Issuing Unit: Packet Emergency Order Point: 1 MOS

Date Reference number

Received from / Issued to

Quantity Losses / Adjust

Balance Initials Comments

Receipt Issued 29/12/12 Physical Inventory -20 9,280 RG 4/1/13 1616 Clinic D 300 8980 RG 7/1/13 1390 Clinic E 200 8,780 MK 7/1/13 1525 Clinic A 400 8,380 MK 8/1/13 1662 Clinic C 500 7980 RG 14/1/13 0125 To KP District

Warehouse 1,200 6780

Emergency supply to

KP District 17/1/13 1330 Clinic B 100 6680 MK 18/1/13 Clinic 200 6450 MK 21/1/13 0216 Clinic F 300

6150

Overstock product

returned to avoid expiration

22/1/13 1492 Clinic C 100 6050 RG 22/1/13 50

6000 RG Visual inspection -

water damage 11/1/13 Clinic I 100 5900 MK 22/1/13 1443 Clinic D 150 5750 RG 23/1/13 1515 Clinic H 200 5550 MK 25/1/13 1559 Clinic A 300 5350 MK 28/1/13 1626 Clinic D 5050 RG 28/1/13 1689 Clinic J 200 4750 RG 29/1/13 1474 Clinic E 100 4650 RG 31/1/13 Physical Inventory -300 4450 MK 1/2/13 0259 Central Warehouse 5,000

9450 MK

119

SESSION 11 FIELD VISIT

120

FieldVisitChecklistGroup members’ __________________________________________________________________________Department: ________________ Facility type: District Office / District Hospital / Tehsil Hospital / Rural Health Center / Basic Health Unit

S/No Indicator Method Observations Recommendations (to be presented only in class presentations)

Pre- Visit

1. Review of district Logistics data from LMIS (www.lmis.pc.gov.pk)

R

2. Review the demographic and other health indicators of the districts

R

3. Review what type of health and / or population services are being provided by the facility

R

During Visit

Standard Operating Procedures & Guidelines

4. Do written storage guidelines and procedures exist O

5. Do written ordering guidelines / job aids exist O

6. Do written shipping guidelines / job aids exist for commodities (if applicable)

7. Any other observation

Commodity Availability 8. Discuss availability of a few key commodities (Condoms,

Oral Contraceptive Pills, Essential Medicines etc.) and observe their stock positions by reviewing their bin or stock cards

SI/O/R

9. Are any commodities typically over or under stocked Evaluate the reason(s) for this.

SI/R

10. Which products does the facility most typically stocks out of

11. How are problems of under/over stock are handled

12. Are stock cards available and completed accurately? Are they up to date for products?

O/R

121

13. Observe whether the stocks have been most recently ordered have been delivered

SI/R


Storage

15. Are damaged stocks counted and separated from the other stock and appropriate actions taken?

SI/O/R

16. Is the Store room well lit yet protected from direct sunlight and well ventilated?

SI/R

17. Is the store room clean and free of clutter and non related items?

18. Are medicines kept off the floor and stacked properly?

19. Are stocks are arranged by FEFO (first expiry first out) O

20. How are physical inventories conducted? How often are then done.

SI


Ordering

22. How are the quantities to be ordered determined SI

23. Are past order forms completed correctly and fully

24. What percentage of the time do you receive your orders on time?

O/R

25. Are the supplies received according to requested quantities O/R

26. Any other observations

Human Resources

27. Did the staff receive formal training for managing inventory SI/O

28. Did the staff receive formal training for ordering and receiving orders

SI/O

29. If you could receive logistics training in any one area what would help you most to do your job?

SI/O


122

What can be done for low cost or no cost?

General Comments / Observations

123

When at the site

Every group will need to record their observations on the field visit checklist. For additional observations not included in the checklist use the “Other observations” section.

Make the appropriate introductions

Remember we are guests at these sites and not their supervisors. Please be respectful and sensitive to their needs

Positive feedback and good listening are always appreciated

Take lots of good notes

Use the Field visit Checklist

In addition to the Checklist General questions to ask

o How many people work at this facility? o Who is responsible for managing the family planning, TB or Essential Drugs and other health commodities? o What data are being collected for health commodities and for what use? o What are your most common challenges? o What are you most proud of about your work/facility? o Others

Watch the time Thank the In-Charge at end of visit

124

Before Leaving on Your Site Visit

Get together with those going to the same site as you and do the following:

Appoint a team leader and representative (not necessarily the oldest male)

Review the Checklist carefully

Develop a general plan of action and appoint leads for different Checklist sections. (all should be involved in leading discussions with staff)

Organize all necessary materials you will need to take i.e. SOP manual, Supervisors manual, Participant guide, calculators, pens,

note books for taking good notes

Appoint a person to be the logistics and transport lead to ensure group leaves and returns on time (communicates with the driver as needed)

What else is needed?

125

SESSION 12 QUANTIFICATION OF HEALTH COMMODITIES

126

127

Forecasting Using Four Data Types: Worksheet Instructions: Fill in the blanks in the following statements using the appropriate word from the list at the bottom of the worksheet.

1. Forecasting based on services data counts the number of _____________, or _____________.

2. In forecasting using morbidity data, to convert the number of cases of a disease or health condition to

be treated into the quantity of medicines needed, you need to know the ________________________.

3. When forecasting using consumption data, the specific data to be used is ____________________.

4. Morbidity data is usually collected from ____________________.

5. Forecasting using ________________________ uses population variables that can be found in surveys

and from the ___________________.

6. To convert number of visits into the quantity of product required you must use the

____________________.

7. Data for forecasting using consumption data comes from the ______________.

8. __________________ represents the number of units of a contraceptive needed to protect a couple for

a year.

9. Forecasts for contraceptives can not prepared done using ___________________ .

10. Prevalence is an example of __________________________ data.

national census data

CYP factor

cases of disease treated

demographic

demographic data

dispensed-to-user data

dispensing protocols

HMIS

LMIS

morbidity data

new visits/revisits

services provided

standard treatment guidelines

disease surveillance reports

128

Recommend “Default” Couple Years of Protection Factors (CYP) Updated 12/11

Method CYP Per Unit

Copper-T 380-A IUD 4.6 CYP per IUD inserted (3.3 for 5 year IUD e.g. LNG-IUS)

3 year implant (e.g. Implanon) 2.5 CYP per implant

4 year implant (e.g. Sino-Implant) 3.2 CYP per implant

5 year implant (e.g. Jadelle) 3.8 CYP per implant

Emergency Contraception 20 doses per CYP

Fertility Awareness Methods 1.5 CYP per trained adopter

Standard Days Method 1.5 CYP per trained adopter

LAM 4 active users per CYP (or .25 CYP per user)

Sterilization* Global (India, Nepal, Bangladesh)

10 13

Oral Contraceptives 15 cycles per CYP

Condoms (Male and Female) 120 units per CYP

Vaginal Foaming Tablets 120 units per CYP

Depo Provera (DMPA) Injectable 4 doses per CYP

Noristerat (NET-En) Injectable 6 doses per CYP

Cyclofem Monthly Injectable 13 doses per CYP

Monthly Vaginal Ring/Patch 15 units per CYP

*The CYP conversion factor for sterilization varies because it depends on when the sterilization is performed in the reproductive life of the individual. For more specific data on CYPs and sterilization, consult with national DHS and CDC reproductive health survey records which may provide a historical calculation based on a specific country’s context.

What is it? CYP is the estimated protection provided by contraceptive methods during a one-year period, based upon the volume of all contraceptives sold or distributed free of charge to clients during that period.

How is CYP calculated? The CYP is calculated by multiplying the quantity of each method distributed to clients by a conversion factor, to yield an estimate of the duration of contraceptive protection provided per unit of that method. The CYP for each method is then summed for all methods to obtain a total CYP figure. CYP conversion factors are based on how a method is used, failure rates, wastage, and how many units of the method are typically needed to provide one year of contraceptive protection for a couple. The calculation takes into account that some methods, like condoms and oral contraceptives, for example, may be used incorrectly and then discarded, or that IUDs and implants may be removed before their life span is realized.

Why does USAID use CYP as an indicator to measure program performance? CYP is easy to calculate from data that programs routinely collect; these data can come from a variety of sources and

129

are relatively easy to track. The term "CYP" reflects distribution and is a way to estimate coverage and not actual use or impact. The CYP calculation provides an immediate indication of the volume of program activity. CYP can also allow programs to compare the contraceptive coverage provided by different family planning methods.

Source: http://www.usaid.gov/our_work/global_health/pop/techareas/cyp.html

130

SESSION 13 PROCUREMENT

Session 13, Procurement, end of Activity 1, covering slides 1-11

CHEATERS' QUIZ There aren't many rules about a "Cheaters' Quiz," except that you must cheat. First try to answer the questions on your own. It is true that much of the information in this session is not for memorization, but it is important to know where to find the information in the reference materials you now have, such as the Contraceptive Procurement Manual. Consult it as needed. When you have written your own answers, find a colleague with whom you can “cheat” so that you and the colleague get as close as possible to perfect scores. You need not put your name on this paper. It is not to hand in. Your lecturer will review the final answers with you. ______________________________________________________________________

1. These questions concern the principles of procurement. Write Both before the principles that apply to both private

and public procurement. Write Public before the principles that apply only to public procurement. _________ Economy _________ Fairness _________ Efficiency _________ Transparency _________ Equality _________ Accountability

2. Would you say that the procurement process is easier in the private sector or in the public sector? Give reasons for your answer. ___________________________________________________________________________ ___________________________________________________________________________

3. For this question, you need to match up the words or phrases in the right column with the Principles of Competitive Bidding in the left column. Just write the letter from the item in the right column in the space before the Principle in the left column. For example, if Item X in the right column matches Principle 100 in the left column, you would write an X in front of Principle 100. Caution: some of the terms or phrases are used in a technical sense rather than the common dictionary meaning.

______ 1. Suitable Package of Bid A. Reasonable Costs for Bidding Docs ______ 2. Early Warning B. Info only to authorized parties ______ 3. Non Discrimination C. Attract many interested parties ______ 4. Accessible D. “Substantially Responsive” ______ 5. Neutrality E. Negotiate minor points afterwards ______ 6. Formality F. Sealed Envelopes by stated time ______ 7. Confidentiality G. No Specific Brands ______ 8. Consistency H. Judge on basis of same criteria ______ 9. Objectivity I. 15 days for NCB ______ 10. No Pre-Award Negotiation J. Advertise Widely

Caution: There may be some “trick” questions below. The answer may be somewhat debatable but can lead to worthwhile discussions.

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4. In the spaces below, write one of the four types of procurement methods used in public procurement. Your choices are CB for Competitive Bidding (which can be either ICB or OCB), RQ for Requests for Quotations, DC for Direct Contracting, and PP for Petty Purchases.

1. _____ Could come from any country 2. _____ Just one contractor and no other bids 3. _____ CB but with no foreign companies 4. _____ Based on lowest evaluated cost among quotes from a few suppliers 5. _____ There are two types of this type 6. _____ Below Rs 25 000 7. _____ Based on PP Rules 2004 and PP Regulations 2008 8. _____ One Chosen Supplier 9. _____ Large, complex, and the subject of the next session in the course

5. In what document can you find the Ten Principles of Competitive Bidding? ____________________________________________________________ 6. Which is better, ICB or OCB? Try to justify your answer. ____________________________________________________________ ____________________________________________________________ 7. Does the information in the Contraceptive Procurement Manual apply only to contraceptives or to most public health commodities? ___________________________________________________________________________________ 8. Which is more important, to have a bid that is technically accurate or one that completely complies with all the formal requirements and documents that must be included in an acceptable bid? ___________________________________________________________________________________ ___________________________________________________________________________________

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Session 13, Procurement, Activity 2, Slides 13-32

CHEATERS' QUIZ There aren't many rules about a "Cheaters' Quiz," except that you must cheat. First try to answer the questions on your own. It is true that much of the information in this session is not for memorization, but it is important to know where to find the information in the reference materials you now have, such as the Contraceptive Procurement Manual. Consult it as needed. When you have written your own answers, find a colleague with whom you can “cheat” so that you and the colleague get as close as possible to perfect scores. You need not put your name on this paper. It is not to hand in. Your lecturer will review the final answers with you. ____________________________________________________________________ 1. The Procurement Unit should prepare the Procurement Requisition documents for the Programme Manager to review. True or False? And give a brief explanation why: ____________________________________________________________________________ 2. Following the documented procedures and checklists for the competitive bidding process helps avoid many problems later. True or False? And give an example of why this is true of false: _____________________________________________________________________________ 3. Tick the items below which are part of the Standard Bidding Documents. ____ Instructions to Bidders ____ Tech Specifications ____ Bid Data Sheet ____ Schedule of Requisitions ____ General Conditions of Contract ____ Specific Conditions of Contract ____ Bid and Contract Forms ____ List of Ineligible Bidders 4. The ITB and Bid Data Sheet include which of the following? Tick your answer(s).

___ Dates, times, and other info about a bid opening ___ Criteria for eligibility and qualification of potential bidders ___ Specific criteria with which the bids will be evaluated ___ All of the three above plus other guidance

5. The required technical specifications for a bid should be written

___ Only by qualified bidders ___ By the programme manager ___ By the procurement unit ___ By qualified experts on the commodity involved (Could include programme manager) ___ By accountants

6. One of the four basic bidder qualifications is adequate production capacity and experience. Is this true or false?

_______Regardless if it is true or false, can you give an example of one of the bidder qualifications? _____________________________________________________________________

7. Which of the following are key sources of information and guidance during the bidding process? (Put a tick mark

in front of your answers.) ____ Meetings with agents or firms who probably wish to bid ____ The Contraceptive Procurement Manual

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____ Experienced colleagues ____ Public Procurement Rules 2004

8. The General Condition of Contract has standard clauses to insert on which of these topics? (Put a tick mark in front of your answers.) ____ Warranty ____ Delivery ____ Termination ____ Names of Contract Committee Members ____ Payments ____ Internet sites with insider info for bidders

9. Which of the following three principles is the most important in the procurement process: Neutrality,

Confidentiality, or Consistency? Be ready to defend your answer: ________________________________________________________________________

The challenge question is optional and only for the students who feel they have a good basic understanding of the content. Challenge Question: Is it more important for a bid to be filled out completely with all the required administrative forms and info or to be technically correct? Defend your answer. _____________________________________________________________________________ _____________________________________________________________________________

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Session 13, Activity 2

Case Study

In 2011, the program “PREVENT” (a fictitious name) began a subsidized social marketing program for condoms in Iraq. Its purpose was to sustain condom distribution where donor funding was being phased out. The Ministry of Health’s (MOH) procurement agency, the Medical Stores Iraq (MSI), was their primary in-country partner for distribution activities. The World Bank had provided bulk condoms to Iraq in the past, but was now providing “seed money” to PREVENT to start the process of phasing out their support. PREVENT would procure a six-month condom supply to launch its new program. The condoms would be repackaged under the social marketing program logo, and MSI would manage the distribution to pharmacies, public health facilities, and nongovernmental organization programs. The program was late in getting started, so Mr. Afkhazar, the PREVENT program manager, negotiated a sole source procurement with one manufacturer, Kobe Company of Korea since their condoms had already been registered in Iraq for sale on the private market. He communicated by email with the manufacturers on price. On August 1, 2011 PREVENT issued a contract ( PREV-12) to Kobe Company for 900,000 condoms for a total proce of 45,000 USD. Kobe produces 150,000 condoms per lot so this order consisted of 6 lots of condoms. Shortly after placing the order the Minister of Health of Iraq, who was planning a big promotion for the launch of the program, told Mr. Afkhazar that the date for the launching ceremony was scheduled for October 1. For the ceremony he wanted to have 300,000 condoms available to start distribution. Mr. Afkhazar called Kobe Company and told them that he needed 300,000 condoms by October 1 for the launching ceremony. He also told them that he would like another 300,000 by November 1 and the final 300,000 by December 1. These staggered deliveries would make it easier to manage his limited warehouse space. The Kobe Company representative said they would try to accommodate this request. Unfortunately, things did not go according to plan. The week before the ceremony Mr. Afkhazar contacted the Kobe Company and asked if the condoms had shipped and why he hadn’t received shipping documents. The Kobe representative informed him that there had been problems with the batches of latex they received from their suppliers and this had delayed production. The condoms finally arrived at the port of entry for Iraq on October 15, two weeks after the scheduled launching ceremony. The shipment was for the entire amount, 900,000 condoms, instead of the 300,000 condoms that Mr. Afkhazar had requested. The shipment did not clear customs for three weeks and incurred demurrage charges since customs reported that the shipment did not include the Supplier’s Certificate of Origin document which is required by Iraq customs for clearing condoms. After clearing customs, the condoms were delivered to the contractor who was responsible for repacking the condoms into the social marketing package. Upon receiving the condoms, the contractor called Mr. Afkhazar and informed him that they would not accept the condoms. Their social marketing program calls for condoms packaged in strips of three each and the condoms they received were all single packages. Also the condom foil was to be colored blue and yellow to match the social marketing program promotional colors and the condoms they received were packaged in orange foil. The next day Mr. Afkhazar received an invoice from Kobe Company for the remaining 80% due on all 6 lots of condoms (PREVENT had originally made a 20% advance payment to Kobe Company when the contract was signed).

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The Minister of Health is furious over the situation with the condoms from Kobe Company. His launch was delayed. They do not have any condoms that they can use from the original order for 900,000 condoms and the social marketing program is in jeopardy. He does not want to approve the remaining 80% payment due to Kobe Company. He is asking you, the Procurement Manager at MSI, to review the PREVENT contract to Kobe Company and advise him what contractual remedies exist to not pay Kobe the 80% remaining balance. (Since the contract to Kobe Company was issued in a hurry, and he had heard from a private marketer that Kobe Company had been a good supplier, Mr. Afkhazar did not request an advance payment guarantee for the 20% advance payment and did not request a Performance Bank Guarantee of 10% of the contract value.) Instructions:

You have received a copy of the following components from the contract issued to Kobe Company for 900,000 condoms:

Schedule of Requirements General Conditions of Contract, and Special Conditions of Contract.

1. Review the contract components and determine what contract rights and remedies exist to address the following

problems:

a. Late delivery of shipment

b. Delivery of entire contract amount in one shipment instead of three shipments

c. Failure to provide customs clearance documents with shipment

d. Failure of condom packages to comply with social marketing packaging and color requirements

e. The right to not pay the remaining 80% balance due on the contract

2. Discuss what mistakes were made in preparing and issuing the contract to Kobe Company? 3. Discuss and list the contract recommendations you would make to protect the PREVENT program if such

problems were to occur again.

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Case Study Contract No. PREV-12

Between PREVENT Program and Kobe Company This Contract made on August 1, 2011 between the PREVENT Program, 122 Serikhan Street, Baghdad, Iraq (hereinafter called ”the Purchaser”) on the one part, and Kobe Company, Hobuku Drive, Seoul, Korea, on the second part. Whereas the Prevent Program has negotiated for certain Goods and Related Services, viz., Male Latex Condoms, and has accepted a quote from the Supplier for the Supply of those Goods and Related Services in the sum of US$ 45,000 (Forty five thousand United States Dollars)(hereinafter called the “Contract Price’). Now this contract Witnesseth as follows:

1. In this Contract, words and expressions shall have the same meanings as a respectively assigned to them in the Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part of this Contract, viz:

a. the Schedule of Requirements b. the General Conditions of Contract c. the Special Conditions of Contract.

3. In consideration of the payments to be made by the Purchaser to the Supplier as indicated in this Contract, the

Supplier hereby covenants with the Purchaser to provide the Goods and Related Services and to remedy defects therein in conformity in all respects with the provisions of the contract.

4. The Purchaser hereby covenants to pay the Supplier on consideration of the provision of the Goods and

Related Services and remedying of defects therein, the Contract Price or such sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

In Witness whereof the parties thereto have caused the Contract to be executed in accordance with the laws specified in the Special Conditions of the Contract on the day, month and year indicated above. Name: _________________________ Signature:_______________________ In the capacity of Director of PREVENT Program Name: _________________________ Signature: ______________________ Witness for PREVENT Program Name: _________________________ Signature:_______________________ In the capacity of Managing Director for Kobe Company Name: _________________________ Signature: ______________________ Witness for Supplier

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Case Study

Reference: Contract PREV-12 Kobe Company

Schedule of Requirements

Item Description

Total Requirements

Price Offered

USD

Total Contract

Value USD

Amount Year 1

Male Latex Condom

900,000 0.05 45,000.00 900,000

Reference: Contract PREV-12 Kobe Company

GENERAL CONDITIONS OF CONTRACT

TABLE OF CLAUSES

1. Definitions .............................................................................................................. 138 2. Application ............................................................................................................. 139 3. Country of Origin ................................................................................................... 139 4. Standards ................................................................................................................ 140 5. Use of Contract Documents and Information; Inspection and Audit by the Bank 140 6. Certification of Goods in Accordance with Laws of the Purchaser’s Country ...... 140 7. Patent Rights .......................................................................................................... 141 8. Performance Security ............................................................................................. 141 9. Inspections and Tests ............................................................................................. 141 10. Packing ................................................................................................................... 142 11. Delivery and Documents ........................................................................................ 142 12. Insurance ................................................................................................................ 143 13. Transportation ........................................................................................................ 143 14. Incidental Services ................................................................................................. 144

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15. Warranty ................................................................................................................ 144 16. Payment .................................................................................................................. 145 17. Prices ...................................................................................................................... 145 18. Change Orders ....................................................................................................... 145 19. Contract Amendments ........................................................................................... 146 20. Assignment ............................................................................................................ 146 21. Delays in the Supplier’s Performance .................................................................... 146 22. Liquidated Damages .............................................................................................. 146 23. Termination for Default ......................................................................................... 147 24. Force Majeure ........................................................................................................ 147 25. Termination for Insolvency .................................................................................... 148 26. Termination for Convenience ................................................................................ 148 27. Settlement of Disputes ........................................................................................... 148 28. Limitation of Liability ............................................................................................ 149 29. Governing Language .............................................................................................. 149 30. Applicable Law ...................................................................................................... 149 31. Notices ................................................................................................................... 149 32. Taxes and Duties .................................................................................................... 150

General Conditions of Contract 1. Definitions 1.1 In this Contract, the following terms shall be interpreted as

indicated: (a) “The Contract” means the agreement entered into

between the Purchaser and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

(b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations.

(c) “Day” means calendar day.

(d) “Effective Date” means the date on which this Contract becomes effective pursuant to GCC Clause 6.2.

(e) “Eligible Country” means the countries and territories eligible for participation in procurements financed by the World Bank as defined in the Guidelines: Procurement under IBRD Loans and IDA Credits.

(f) “End User” means the organization(s) where the goods will be used, as named in the SCC.

(g) “GCC” means the General Conditions of Contract contained in this section.

(h) “The Goods” means all of the pharmaceuticals

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including nutritional supplement and oral and injectable forms of contraception, vaccines, and condoms that the Supplier is required to supply to the Purchaser under the Contract.

(i) “The Purchaser” means the organization purchasing the Goods, as named in the SCC.

(j) “The Purchaser’s country” is the country named in the SCC.

(k) “Registration Certificate” means the certificate of registration or other documents in lieu thereof establishing that the Goods supplied under the Contract are registered for use in the Purchaser’s country in accordance with the Applicable Law.

(l) “SCC” means the Special Conditions of Contract.

(m) “The Services” means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as provision of technical assistance, training, and other such obligations of the Supplier covered under the Contract.

(n) “The Site,” where applicable, means the place or places named in the SCC.

(o) “The Supplier” means the individual or firm supplying the Goods and Services under this Contract, as named in the SCC.

(p) “The World Bank” means the International Bank for Reconstruction and Development (IBRD) or the International Development Association (IDA).

2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Country of Origin

3.1 All Goods and Services supplied under the Contract shall have their origin in the countries and territories eligible under the rules of the World Bank, as further elaborated in the SCC.

3.2 For purposes of this Clause, “origin” means the place where the Goods were mined, grown, or produced, or from which the Services are supplied. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially recognized new product results that is substantially different in basic

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characteristics or in purpose or utility from its components.

3.3 The origin of Goods and Services is distinct from the nationality of the Supplier.

4. Standards 4.1 The Goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications and, when no applicable standard is mentioned, to the authoritative standards appropriate to the Goods’ country of origin. Such standards shall be the latest issued by the concerned institution.

5. Use of Contract Documents and Information; Inspection and Audit by the Bank

5.1 The Supplier shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

5.2 The Supplier shall not, without the Purchaser’s prior written consent, make use of any document or information enumerated in GCC Sub-Clause 5.1 except for purposes of performing the Contract.

5.3 Any document, other than the Contract itself, enumerated in GCC Sub-Clause 5.1 shall remain the property of the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Supplier’s performance under the Contract if so required by the Purchaser.

5.4 The Supplier shall permit the Bank to inspect the Supplier’s accounts and records relating to the performance of the Contract and to have them audited by auditors appointed by the Bank, if so required by the Bank.

6. Certification of Goods in Accordance with Laws of the Purchaser’s Country

6.1 If required under the Applicable Law, Goods supplied under the Contract shall be registered for use in the Purchaser’s country. The Purchaser undertakes to cooperate with the Supplier to facilitate registration of the Goods for use in the Purchaser’s country.

6.2 Unless otherwise specified in the SCC, the Contract shall become effective on the date (“the Effective Date”) that the Supplier receives written notification from the relevant authority in the Purchaser’s country that the Goods have been registered for use in the Purchaser’s country.

6.3 If thirty (30) days, or such longer period specified in the

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SCC, elapse from the date of Contract signing and the Contract has not become effective pursuant to Sub-Clause 6.2 above, then either party may, by not less than seven (7) days’ written notice to the other party, declare this Contract null and void. In such event, the Supplier’s performance security shall be promptly returned.

7. Patent Rights 7.1 The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the Purchaser’s country.

8. Performance

Security 8.1 Within twenty-eight (28) days of receipt of the notification of

Contract award, the successful Bidder shall furnish to the Purchaser the performance security in the amount specified in the SCC.

8.2 The proceeds of the performance security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.

8.3 The performance security shall be denominated in the currency of the Contract, or in a freely convertible currency acceptable to the Purchaser, and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the Purchaser’s country or abroad, acceptable to the Purchaser, in the format provided in the Bidding Documents or another format acceptable to the Purchaser; or

(b) a cashier’s or certified check. 8.4 The performance security will be discharged by the Purchaser

and returned to the Supplier not later than thirty (30) days following the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations, unless specified otherwise in the SCC.

9. Inspections and

Tests 9.1 The Purchaser or its representative shall have the right to

inspect and/or to test the Goods to confirm their conformity to the Contract specifications. The SCC and the Technical Specifications shall specify what inspections and tests the Purchaser requires and where they are to be conducted. The Purchaser shall notify the Supplier in writing, in a timely manner, of the identity of any representatives retained for these purposes. (a) Said inspection and testing is for the Purchaser’s

account. In the event that inspection and testing is required prior to dispatch, the Goods shall not be shipped unless a satisfactory inspection and quality control report has been issued in respect of those Goods.

(b) The Supplier may have an independent quality test

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conducted on a batch ready for shipment. The cost of such tests will be borne by the Supplier.

(c) Upon receipt of the Goods at place of final destination, the Purchaser’s representative shall inspect the Goods or part of the Goods to ensure that they conform to the condition of the Contract and advise the Purchaser that the Goods were received in apparent good order. The Purchaser will issue an Acceptance Certificate to the Supplier in respect of such Goods (or part of Goods). The Acceptance Certificate shall be issued within ten (10) days of receipt of the Goods or part of Goods at place of final destination.

9.2 Where the Supplier contests the validity of the rejection by the Purchaser or his representative, of any inspection as required by 9.1 above conducted before shipment or at ultimate destination, whether based on product or packing grounds, a sample drawn jointly by the Supplier and Purchaser or his or her representative and authenticated by both, will be forwarded for umpire analysis within four weeks of the time the Supplier contests to an independent agency mutually agreed by the Purchaser and Supplier. The umpire’s finding, which will be promptly obtained, will be final and binding on both parties. The cost of umpire analysis will be borne by the losing party.

10. Packing 10.1 The Supplier shall provide such packing of the Goods as is

required to prevent their damage or deterioration during transit to their final destination, as indicated in the Contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt, and precipitation during transit and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the Goods’ final destination and the absence of heavy handling facilities at all points in transit.

10.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract, including additional requirements, if any, specified in the SCC or Technical Specifications, and in any subsequent instructions ordered by the Purchaser.

11. Delivery and Documents

11.1 Delivery of the Goods shall be made by the Supplier in accordance with the terms specified in the Schedule of Requirements. The details of shipping and/or other documents to be furnished by the Supplier are specified in the SCC.

11.2 For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” and other trade terms used to describe the

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obligations of the parties shall have the meanings assigned to them by the current edition of Incoterms published by the International Chamber of Commerce, Paris.

11.3 Documents to be submitted by the Supplier are specified in the SCC. Incoterms provides a set of international rules for the interpretation of the more commonly used trade terms.

12. Insurance 12.1 The Goods supplied under the Contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery in the manner specified in the SCC.

12.2 Where delivery of the Goods is required by the Purchaser on a CIF or CIP basis, the Supplier shall arrange and pay for cargo insurance, naming the Purchaser as beneficiary. Where delivery is on an FOB or FCA basis, insurance shall be the responsibility of the Purchaser.

13. Transportation 13.1 Where the Supplier is required under Contract to deliver the Goods FOB, transport of the Goods, up to and including the point of putting the Goods on board the vessel at the specified port of loading, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price. Where the Supplier is required under the Contract to deliver the Goods FCA, transport of the Goods and delivery into the custody of the carrier at the place named by the Purchaser or other agreed point shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.

13.2 Where the Supplier is required under Contract to deliver the Goods CIF or CIP, transport of the Goods to the port of destination or such other named place of destination in the Purchaser’s country, as shall be specified in the Contract, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.

13.3 Where the Supplier is required under the Contact to transport the Goods to a specified place of destination within the Purchaser’s country, defined as the Site, transport to such place of destination in the Purchaser’s country, including insurance and storage, as shall be specified in the Contract, shall be arranged by the Supplier, and related costs shall be included in the Contract Price.

13.4 Where the Supplier is required under Contract to deliver the Goods CIF or CIP, no restriction shall be placed on the choice of carrier. Where the Supplier is required under Contract (a) to deliver the Goods FOB or FCA, and (b) to arrange on behalf and at the expense of the Purchaser for international transportation on specified carriers or on national flag carriers

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of the Purchaser’s country, the Supplier may arrange for such transportation on alternative carriers if the specified or national flag carriers are not available to transport the Goods within the period(s) specified in the Contract.

14. Incidental

Services 14.1 The Supplier shall provide such incidental services, if any, as

are specified in the SCC. 14.2 Prices charged by the Supplier for incidental services, if not

included in the Contract Price for the Goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the Supplier for similar services.

15. Warranty 15.1 All goods must be of fresh manufacture and must bear the

dates of manufacture and expiry. The Supplier further warrants that all Goods supplied under the

Contract will have remaining a minimum of five-sixths (5/6) of the specified shelf life upon delivery at port/airport of entry for goods with a shelf life of more than two years and three-fourths (3/4) for goods with a shelf life of two years or less, unless otherwise specified in the SCC; have “overages” within the ranges set forth in the Technical Specifications, where applicable; are not subject to recall by the applicable regulatory authority due to unacceptable quality or an adverse drug reaction; and in every other respect will fully comply in all respects with the Technical Specifications and with the conditions laid down in the Contract.

15.2 The Purchaser shall have the right to make claims under the above warranty for three months after the Goods have been delivered to the final destination indicated in the Contract. Upon receipt of a written notice from the Purchaser, the Supplier shall, with all reasonable speed, replace the defective Goods without cost to the Purchaser. The Supplier will be entitled to remove, at his own risk and cost, the defective Goods once the replacement Goods have been delivered.

15.3 In the event of a dispute by the Supplier, a counteranalysis will be carried out on the manufacturer’s retained samples by an independent neutral laboratory agreed by both the Purchaser and the Supplier. If the counteranalysis confirms the defect, the cost of such analysis will be borne by the Supplier as well as the replacement and disposal of the defective goods. In the event of the independent analysis confirming the quality of the product, the Purchaser will meet all costs for such analysis.

15.4 If, after being notified that the defect has been confirmed pursuant to GCC Sub-Clause 15.2 above, the Supplier fails to replace the defective Goods within the period specified in the SCC, the Purchaser may proceed to take such remedial action as may be necessary, including removal and disposal,

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at the Supplier’s risk and expense and without prejudice to any other rights that the Purchaser may have against the Supplier under the Contract. The Purchaser will also be entitled to claim for storage in respect of the defective Goods for the period following notification and deduct the sum from payments due to the Supplier under this Contract.

15.5 Recalls. In the event any of the Goods are recalled, the Supplier shall notify the Purchaser within fourteen (14) days, providing full details of the reason for the recall and promptly replace, at its own cost, the items covered by the recall with Goods that fully meet the requirements of the Technical Specification and arrange for collection or destruction of any defective Goods. If the Supplier fails to fulfill its recall obligation promptly, the Purchaser will, at the Supplier’s expense, carry out the recall.

16. Payment 16.1 The method and conditions of payment to be made to the

Supplier under this Contract shall be specified in the SCC. 16.2 The Supplier’s request(s) for payment shall be made to the

Purchaser in writing, accompanied by an invoice describing, as appropriate, the Goods delivered and Services performed, and by documents submitted pursuant to GCC Clause 11, and upon fulfillment of other obligations stipulated in the Contract.

16.3 Payments shall be made promptly by the Purchaser, but in no case later than sixty (60) days after submission of an invoice or claim by the Supplier.

16.4 The currency or currencies in which payment is made to the Supplier under this Contract shall be specified in the SCC subject to the following general principle: Payment will be made in the currency or currencies in which the payment has been requested in the Supplier’s bid.

16.5 All payments shall be made in the currency or currencies specified in the SCC pursuant to GCC 16.4.

17. Prices 17.1 Prices charged by the Supplier for Goods delivered and

Services performed under the Contract shall not vary from the prices quoted by the Supplier in its bid, with the exception of any price adjustments authorized in the SCC or in the Purchaser’s request for bid validity extension, as the case may be.

18. Change Orders 18.1 The Purchaser may at any time, by a written order given to

the Supplier pursuant to GCC Clause 31, make changes within the general scope of the Contract in any one or more of the following:

(a) specifications, where Goods to be furnished under the Contract are to be specifically manufactured for the Purchaser;

(b) the method of shipment or packing;

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(c) the place of delivery; and/or (d) the Services to be provided by the Supplier.

18.2 If any such change causes an increase or decrease in the cost of, or the time required for, the Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this clause must be asserted within thirty (30) days from the date of the Supplier’s receipt of the Purchaser’s change order.

19. Contract

Amendments 19.1 Subject to GCC Clause 18, no variation in or modification of

the terms of the Contract shall be made except by written amendment signed by the parties.

20. Assignment 20.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Purchaser’s prior written consent.

21. Delays in the Supplier’s Performance

21.1 Delivery of the Goods and performance of Services shall be made by the Supplier in accordance with the time schedule prescribed by the Purchaser in the Schedule of Requirements.

21.2 If at any time during performance of the Contract, the Supplier or its subcontractor(s) should encounter conditions impeding timely delivery of the Goods and performance of Services, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration, and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of Contract.

21.3 Except as provided under GCC Clause 24, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of liquidated damages.

22. Liquidated Damages

22.1 Subject to GCC Clause 24, if the Supplier fails to deliver any or all of the Goods or to perform the Services within the period(s) specified in the Contract, the Purchaser shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the SCC of the delivered price of the delayed Goods or unperformed Services for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in the SCC. Once the maximum is

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reached, the Purchaser may consider termination of the Contract pursuant to GCC Clause 23.

23. Termination for Default

23.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part:

(a) if the Supplier fails to deliver any or all of the Goods within the period(s) specified in the Contract, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 21; or

(b) if the Goods do not meet the Technical Specifications stated in the Contract; or

(c) if the Supplier fails to provide any registration or other certificates in respect of the Goods within the time specified in the Special Conditions.

(d) if the Supplier, in the judgment of the Purchaser, has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: “corrupt practice” means the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official in the procurement process or in Contract execution. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Borrower, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial noncompetitive levels and to deprive the Borrower of the benefits of free and open competition.

(e) if the Supplier fails to perform any other obligation(s) under the Contract.

23.2 In the event the Purchaser terminates the Contract in whole or in part, pursuant to GCC Clause 23.1, the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Goods or Services similar to those undelivered, and the Supplier shall be liable to the Purchaser for any excess costs for such similar Goods or Services. However, the Supplier shall continue performance of the Contract to the extent not terminated.

24. Force Majeure 24.1 Notwithstanding the provisions of GCC Clauses 21, 22, and

23, the Supplier shall not be liable for forfeiture of its performance security, liquidated damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

24.2 For purposes of this clause, “Force Majeure” means an event

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beyond the control of the Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

24.3 If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

25. Termination for Insolvency

25.1 The Purchaser may at any time terminate the Contract by giving written notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Purchaser.

26. Termination for Convenience

26.1 The Purchaser, by written notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective.

26.2 The Goods that are complete and ready for shipment within thirty (30) days after the Supplier’s receipt of notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect:

(a) to have any portion completed and delivered at the Contract terms and prices; and/or

(b) to cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Services and for materials and parts previously procured by the Supplier.

27. Settlement of Disputes

27.1 If any dispute or difference of any kind whatsoever shall arise between the Purchaser and the Supplier in connection with or arising out of the Contract, the parties shall make every effort to resolve amicably such dispute or difference by mutual consultation.

27.2 If, after thirty (30) days, the parties have failed to resolve

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their dispute or difference by such mutual consultation, then either the Purchaser or the Supplier may give notice to the other party of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given.

27.2.1 Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this Clause shall be finally settled by arbitration. Arbitration may be commenced prior to or after delivery of the Goods under the Contract.

27.2.2 Arbitration proceedings shall be conducted in accordance with the rules of procedure specified in the SCC.

27.3 Notwithstanding any reference to arbitration herein, (a) the parties shall continue to perform their respective

obligations under the Contract unless they otherwise agree; and

(b) the Purchaser shall pay the Supplier any monies due the Supplier.

28. Limitation of

Liability 28.1 Except in cases of criminal negligence or willful misconduct,

and in the case of infringement pursuant to Clause 7, (a) the Supplier shall not be liable to the Purchaser,

whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser and

(b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment.

29. Governing

Language 29.1 The Contract shall be written in the language specified in the

SCC. Subject to GCC Clause 30, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract that are exchanged by the parties shall be written in the same language.

30. Applicable Law 30.1 The Contract shall be interpreted in accordance with the laws

of the Purchaser’s country, unless otherwise specified in the SCC.

31. Notices 31.1 Any notice given by one party to the other pursuant to this

Contract shall be sent to the other party in writing or by cable, telex, or facsimile and confirmed in writing to the other party’s address specified in the SCC.

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31.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

32. Taxes and Duties 32.1 A Supplier supplying Goods from abroad shall be entirely

responsible for all taxes, stamp, duties, license fees, and other such levies imposed outside the Purchaser’s country.

32.2 A Supplier supplying Goods offered locally shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser.

SPECIAL CONDITIONS OF CONTRACT

TABLE OF CLAUSES

1. Definitions (GCC Clause 1) ................................................................................... 151 2. Application (GCC Clause 2) .................................................................................. 151 3. Country of Origin (GCC Clause 3) ........................................................................ 152 4. Standards (GCC Clause 4) ..................................................................................... 152 5. Use of Contract Documents and Information (GCC Clause 5) ............................. 152 6. Certification of Goods in Accordance with Laws of the Purchaser’s Country

(GCC Clause 6) ...................................................................................................... 152 7. Patent Rights (GCC Clause 7) ............................................................................... 152 8. Performance Security (GCC Clause 8) .................................................................. 152 9. Inspections and Tests (GCC Clause 9) .................................................................. 152 10. Packing (GCC Clause 10) ...................................................................................... 153 11. Delivery and Documents (GCC Clause 11) ........................................................... 153 12. Insurance (GCC Clause 12) ................................................................................... 154 13. Transportation (GCC Clause 13) ........................................................................... 154 14. Incidental Services (GCC Clause 14) .................................................................... 155 15. Warranty (GCC Clause 15) .................................................................................... 155 16. Payment (GCC Clause 16) ..................................................................................... 155 17. Prices (GCC Clause 17) ......................................................................................... 156 18. Change Orders (GCC Clause 18) ........................................................................... 156 19. Contract Amendments (GCC Clause 19) ............................................................... 156 20. Assignment (GCC Clause 20) ................................................................................ 156 21. Delays in the Supplier’s Performance (GCC Clause 21) ....................................... 157 22. Liquidated Damages (GCC Clause 22) .................................................................. 157 23. Termination for Default (GCC Clause 23) ............................................................ 157 24. Force Majeure (GCC Clause 24) ........................................................................... 157 25. Termination for Insolvency (GCC Clause 25) ....................................................... 157 26. Termination for Convenience (GCC Clause 26) ................................................... 157 27. Settlement of Disputes (GCC Clause 27) .............................................................. 157 28. Limitation of Liability (GCC Clause 28) ............................................................... 157

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29. Governing Language (GCC Clause 29) ................................................................. 157 30. Applicable Law (GCC Clause 30) ......................................................................... 158 31. Notices (GCC Clause 31) ....................................................................................... 158 32. Taxes and Duties (GCC Clause 32) ....................................................................... 158

Special Conditions of Contract The following Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the General Conditions of Contract. The corresponding clause number of the GCC is indicated in parentheses.

1. Definitions (GCC Clause 1) GCC 1.1 (g) The Purchaser is: PREVENT Program GCC 1.1 (h) The Purchaser’s country is: Iraq GCC 1.1 (i) The Supplier is: Kobe Company GCC 1.1 (k) The Site is: Prevent Program, Tehran, Iraq GCC 1.1 (m) The end user is: Social Marketing Program of Iraq

2. Application (GCC Clause 2) GCC 2 There are no Special Conditions of Contract applicable to GCC

Clause 2.

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3. Country of Origin (GCC Clause 3) GCC 3.1 The Bank maintains a list of countries whose Bidders, Goods, and

Services are not eligible to participate in procurement financed by the Bank. This list is updated regularly, and it is available from the Public Information Center of the World Bank. A copy of this list is contained in the section of the Bidding Documents entitled “Eligibility for the Provisions of Goods, Works, and Services in Bank-Financed Procurement.”

4. Standards (GCC Clause 4) GCC 4 There are no Special Conditions of Contract applicable to GCC

Clause 4.

5. Use of Contract Documents and Information (GCC Clause 5) GCC 5 There are no Special Conditions of Contract applicable to GCC

Clause 5.

6. Certification of Goods in Accordance with Laws of the Purchaser’s Country (GCC Clause 6)

GCC 6.1 Details of registration and other certification necessary to prove registration in Purchaser’s country.

GCC 6.2 The Effective Date of the Contract is: date of Contract signing if (i) the Goods have already been registered at the time of Contracting signing OR (ii) registration of the Goods is not a requirement under the Applicable Law.

GCC 6.3 There are no Special Conditions of Contract applicable to GCC Clause 6.3.

7. Patent Rights (GCC Clause 7) GCC 7 There are no Special Conditions of Contract applicable to GCC

Clause 7.

8. Performance Security (GCC Clause 8) GCC 8.1 There are no Special Conditions of Contract applicable to GCC

Clause 8.1. GCC 8.4 There are no Special Conditions of Contract applicable to GCC

Clause 8.4.

9. Inspections and Tests (GCC Clause 9) GCC 9.1 Depending on the nature of the products, inspection tests by

purchaser’s nominated agent, Intertek Testing Services, may be

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required for pre-delivery inspection. All medical products will be subject to quality and compliance tests by

the National Regulatory Control Laboratory of Iraq before release for use and acceptance will be subject to products passing these tests.

10. Packing (GCC Clause 10)GCC 10.2 There are no additional packing instructions other than those specified

for particular products in the specifications.

11. Delivery and Documents (GCC Clause 11) GCC 11.1 & 11.3 For Goods supplied from abroad:

Upon shipment, the Supplier shall notify the Purchaser and the insurance company in writing the full details of the shipment including Contract number, description of the Goods, quantity, date and place of shipment, mode of transportation, and estimated date of arrival at place of destination. In the event of Goods sent by airfreight, the Supplier shall notify the Purchaser a minimum of forty-eight (48) hours ahead of dispatch, the name of the carrier, the flight number, the expected time of arrival, and the waybill number. The Supplier shall fax and then send by courier the following documents to the Purchaser, with a copy to the insurance company: (i) three originals and two copies of the Supplier’s invoice,

showing Purchaser as PREVENT Program; the Contract number, loan number, Goods description, quantity, unit price, and total amount. Invoices must be signed in original, stamped, or sealed with the company stamp/seal;

(ii) one original and two copies of the negotiable, clean, on-board through bill of lading marked “freight prepaid” and showing Purchaser as PREVENT Program and Notify Party as stated in the Contract, with delivery through to final destination as per the Schedule of Requirements and two copies of non-negotiable bill of lading, or three copies of railway consignment note, road consignment note, truck or air waybill, or multimodal transport document, marked “freight prepaid” and showing delivery through to final destination as per the Schedule of Requirements;

(iii) four copies of the packing list identifying contents of each package;

(iv) copy of the Insurance Certificate, showing the Purchaser as the beneficiary;

(v) one original of the manufacturer’s or Supplier’s Warranty Certificate covering all items supplied;

(vi) original copy of the Certificate of Inspection furnished to Supplier by the nominated inspection agency and six copies (where inspection is required);

(vii) any other procurement-specific documents required for delivery/payment purposes.

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For Goods from within the Purchaser’s country: Upon or before delivery of the Goods, the Supplier shall notify the

Purchaser in writing and deliver the following documents to the Purchaser: (i) two originals and two copies of the Supplier’s invoice,

showing Purchaser, the Contract number, loan number; Goods’ description, quantity, unit price, and total amount. Invoices must be signed in original and stamped or sealed with the company stamp/seal;

(ii) two copies of delivery note, railway consignment note, road consignment note, truck or air waybill, or multimodal transport document showing Purchaser as PREVENT Program and delivery through to final destination as stated in the Contract;

(iii) copy of the Insurance Certificate, showing the Purchaser as the beneficiary;

(iv) four copies of the packing list identifying contents of each package;

(v) one original of the manufacturer’s or Supplier’s Warranty certificate covering all items supplied;

(vi) original copy of the Certificate of Inspection furnished to Supplier by the nominated inspection agency and six copies (where inspection is required)

(vii) other procurement-specific documents required for delivery/payment purposes.

Note: In the event that the documents presented by the Supplier are not in accordance with the Contract, then payment will be made against issue of the Acceptance Certificate, to be issued in accordance with SCC 9 (GCC 9) above.

12. Insurance (GCC Clause 12) GCC 12.1 The insurance shall be in an amount equal to 110 percent of the CIF or

CIP value of the Goods from “warehouse” to “warehouse” on “All Risks” basis, including war risks and strikes

13. Transportation (GCC Clause 13) GCC 13 There are no Special Conditions of Contract applicable to GCC

Clause 13

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14. Incidental Services (GCC Clause 14) GCC 14.1 Incidental services to be provided are:

[Sample clauses] (a) The Supplier shall provide all necessary licenses and

permissions for use of the Goods in the Purchaser’s country that may be required for the Goods. The cost shall be deemed included in the Contract Price.

(b) The Supplier shall provide such other services as are stated in the Technical Specifications

15. Warranty (GCC Clause 15)GCC 15.1 There are no Special Conditions of Contract applicable to GCC

Clause 15. GCC 15.4 The period for the replacement of defective goods is: 30 days

16. Payment (GCC Clause 16) GCC 16.1 & 16.4 The method and conditions of payment to be made to the Supplier

under this Contract shall be as follows: Payment for Goods supplied from abroad: Payment of foreign currency portion shall be made in currency of the

Contract Price in the following manner: (i) Advance Payment: Twenty (20) percent of the Contract

Price shall be paid within thirty (30) days of signature of Contract and upon submission of an invoice showing Purchaser’s name; the Contract number, loan number; description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal.

(ii) On Acceptance: Eighty (80) percent of the Contract Price of Goods received shall be paid within thirty (30) days of receipt of the Goods upon submission of an invoice (showing Purchaser’s name; the Contract number, loan number; description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal) supported by the Acceptance Certificate issued by the Purchaser.

Payment of local currency portion shall be made in Iraqi Dinars within thirty (30) days of presentation of an invoice (showing Purchaser’s name; the Contract number, loan number; description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal) supported by the Acceptance Certificate issued by the Purchaser.

Payment for Goods and Services supplied from within the Purchaser’s country:

Payment for Goods and Services supplied from within the Purchaser’s country shall be made in Iraqi Dinars, as follows: (i) Advance Payment: Twenty (20) percent of the Contract

Price shall be paid within thirty (30) days of signature of Contract and upon submission of an invoice showing

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Purchaser’s name; the Contract number, loan number; description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal. .

(ii) On Acceptance: Eighty (80) percent of the Contract Price of Goods received shall be paid within thirty (30) days of receipt of the Goods upon submission of an invoice (showing Purchaser’s name; the Contract number, loan number; description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal) supported by the Acceptance Certificate issued by the Purchaser.

17. Prices (GCC Clause 17) GCC 17.1 Prices shall be fixed and firm for the duration of the Contract.

18. Change Orders (GCC Clause 18) GCC 18 There are no Special Conditions of Contract applicable to GCC

18.

19. Contract Amendments (GCC Clause 19) GCC 19 There are no Special Conditions of Contract applicable to GCC

19

20. Assignment (GCC Clause 20) GCC 20 There are no Special Conditions of Contract applicable to GCC

20

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21. Delays in the Supplier’s Performance (GCC Clause 21) GCC 21 There are no Special Conditions of Contract applicable to GCC

21

22. Liquidated Damages (GCC Clause 22) GCC 22.1 Rate of Liquidated Damages: one-half (0.5) percent per week,

Maximum deduction: ten (10) percent of the Contract Price

23. Termination for Default (GCC Clause 23) GCC 23 There are no Special Conditions of Contract applicable to GCC

23

24. Force Majeure (GCC Clause 24) GCC 24 There are no Special Conditions of Contract applicable to GCC

24

25. Termination for Insolvency (GCC Clause 25) GCC 25 There are no Special Conditions of Contract applicable to GCC

25

26. Termination for Convenience (GCC Clause 26) GCC 26 There are no Special Conditions of Contract applicable to GCC

26

27. Settlement of Disputes (GCC Clause 27) GCC 27.2.2 The dispute resolution mechanism to be applied pursuant to GCC Sub-

Clause 27.2.2 shall be as follows: (a) Contracts with foreign Supplier:

GCC 27.2.2 (a)Any dispute, controversy, or claim arising out of or relating to this Contract, or breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as at present in force.

(b) Contracts with Supplier national of the Purchaser’s country:

In the case of a dispute between the Purchaser and a Supplier who is a national of the Purchaser’s country, the dispute shall be referred to adjudication or arbitration in accordance with the laws of the Purchaser’s country.

28. Limitation of Liability (GCC Clause 28) GCC 28 There are no Special Conditions of Contract applicable to GCC

28

29. Governing Language (GCC Clause 29) GCC 29.1 English

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30. Applicable Law (GCC Clause 30) GCC 30.1 The Contract shall be interpreted in accordance with the laws of the:

Republic of Iraq

31. Notices (GCC Clause 31) GCC 31.1 Purchaser:

PREVENT Program 122 Toushat Street Tehran, Iraq

Supplier: Kobe Company 37 Hobuku Drive Seoul, Korea

32. Taxes and Duties (GCC Clause 32) GCC 32 There are no Special Conditions of Contract applicable to GCC

32

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Session 13, Procurement, End of Activity 2, covering Slides 33-58

CHEATERS' QUIZ There aren't many rules about a "Cheaters' Quiz," except that you must cheat. First try to answer the questions on your own. It is true that much of the information in this session is not for memorization, but it is important to know where to find the information in the reference materials you now have, such as the Contraceptive Procurement Manual. Consult it as needed. When you have written your own answers, find a colleague with whom you can “cheat” so that you and the colleague get as close as possible to perfect scores. You need not put your name on this paper. It is not to hand in. Your lecturer will review the final answers with you. ______________________________________________________________________ 1. If there is a pre-bid conference, who may attend? Tick one or more answers. _____ Interested journalists and reporters _____ Anybody who is a prospective bidder _____ Only those who have registered for the pre-bid conference _____ Only those who have both bought the packet, if required, and registered 2. Which are true duties of the BEC? Tick one or more answers. _____ Read all the bids before the bid opening meeting _____ Open all the bids whenever the bids come in. _____ Use a bid opening form or check list. _____ Provide more information to bidders whenever they might request it. _____ Evaluate bids and collaborate closely with a TEC, which is usually a subcommittee 3. What is a bid security? Who gives it to whom?

____________________________________________________________________________________

4. Who does which? Write BEC or TEC before each item below. _____ Makes a recommendation for a contract award _____ Checks on the technical specifications and quality _____ Determines if a bid is “substantially responsive.” 5. Which of these forms or examples can be found in the Contraceptive Procurement Manual?

_____ Preliminary Evaluation Tool _____ Samples of patient insert documents _____ Checklist for Compliance _____ Technical Evaluation Sub-Schedule _____ Financial Evaluation Forms _____ Bid Evaluation Report _____ Notification of Acceptance _____ Verification Checklist

6. Which of the items below are samples of material or major deviations? If you can, add an example of your own. _____Manufacturer is new and has no previous successful bids _____Manufacturer does not provide warranty or equivalent _____No list of sources of raw materials for product is included _____Requested quantity is not provided _____Manufacturer has lost out on bids in early attempts _____Product does not meet regulatory or registration requirements _____Product does not meet specification requirements

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Your own example: _________________________________

7. Number the following eight steps in the chronological order in which they should ordinarily occur. (Note that until a person has considerable experience, it would probably be necessary to use reference works to address this with certainty.) _____ Identify substantially responsive bids _____ Select lowest evaluated contract bidder _____ Do financial evaluation _____ Make initial payment to the supplier _____ Inform unsuccessful bidders that their bids were not accepted _____ Get signatures and performance security from the winning bidder _____ Get the relevant governing authority to sign the contract _____ Issue notification of acceptance to the successful bidder

8. Write True or False before the statements below. Be ready to defend your answer. ____ Qualification may take place either before or after bidding starts ____ The winning bidder and losing bidders should all be notified at the same time ____ The Bid Evaluation Report can help defend against protests from unsuccessful bidders. ____ In procurement for public health commodities, even experienced professionals may need to consult reference

documents from time to time.

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Session 13, Activity 3 Sample Performance Monitoring Checklist

Monitoring Indicator

# Compliant

# Noncompliant

Percent Compliant

Information/Comments

Supplier Deliveries Shipments delivered on time in compliance with contract delivery requirements.

Adherence to Delivery Instructions Shipments arrived at port stipulated in contract.

Correct quantity delivered per the contract.

Shipments arrived under proper shipping conditions (shipped under proper temperature conditions if required).

Provision of Documents Supplier provided advance copies of documents according to contract terms.

Shipments arrived with all required documents correctly and completely filled

Packing and Labeling Supplier shipped correct package size.

Shipments with

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primary packages labeled correctly. Shipments with shipping cartons labeled correctly.

Packaging Materials Shipments with external packaging sufficiently rugged to ensure arrival in-country in good condition

Technical Specifications Products meet all specification requirements.

Products pass visual inspection.

Products pass quality assurance testing.

Shipments with requested quality assurance documentation, such as Certificate of Analysis.

Product Shelf Life Products shipped with a shelf life greater than or equal to that called for in the contract.

Compliance With Contract Financial Terms Invoices comply with contract pricing terms.

Shipments

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insured and shipped according to contract INCOTERMS

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Session 13 Procurement, Activity 3 Sample Supplier Performance Scorecard

Supplier Name: ______________________ Contract Number: ____________________ Month: ________________

DELIVERY Numerator Denominator Score (%)

# of on-time shipments

Total shipments

1. Percentage of shipments delivered on time

88 100 88.0%

# of full shipments

Total shipments

2. Percentage of shipments fully delivered

88 100 88.0%

# with adequate documents

Total shipments

3. Percentage of shipments with adequate documents received on time

95 100 95.0%

QUALITY

# of products with correct package size and quantity

Total # of products

4. Percentage of products with correct package size and quantity

192 200 96.0%

# of products undamaged

Total # of products

5. Percentage of products received undamaged due to adequate packaging

194 200 97.0%

# of products passed

Total # of products

6. Percentage of products that passed quality control testing

198 200 99.0%

# of products in compliance

Total # of products

7. Percentage of products that comply with shelf-life requirements

188 200 94.0%

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CUSTOMER SERVICE

# of correct invoices

Total # of invoices

8. Percentage of invoices that comply with contract pricing and terms

97 100 97.0%

SUPPLIER RATING 94.25%

Discussion Guide for Session 13, Activity 3

For ten minutes you will work in groups of four or five to discuss the three topics listed below from Activity 3 and the recent slides you studied. Choose a person who will offer some brief and informal comments on your group discussion, if the lecturer calls on your group. The brief and informal report could mention points such as some of these:

Which topic caused the most discussion or disagreement? Which was the least clear to the group, technically speaking? Which topics were well documented in the reference works? Was there some other interesting point of comment that came up in your group?

Here are the topics for discussion from Activity 3: 1. What are the advantages of contract performance monitoring? 2. Identify appropriate of contract performance Indicators 3. How would you set up a contract performance monitoring system? Don’t forget to select a person in your group who will make a few comments if the lecturer calls on your group.

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Discussion Guide for Group Work Session 13, Activity 4 (end of session)

As we saw in the recent presentation there are many challenges encountered in the procurement process. The purpose of this discussion period is to better understand better the challenges the procurement system faces and to identify realistic ways that some of the problems can be dealt with, even if only partly and even if years of work are needed. Seven major procurement challenges were identified in this last presentation. These challenges and a question to be addressed by the group assigned that challenge are listed below. We will divide the students into seven groups and each group will be assigned to review one of the procurement challenges and identify possible solutions to that challenge . Take ten minutes to discuss your assigned challenge with your group members. Remember to select a spokesperson in your group who will informally and briefly present up to a half dozen interesting points that came up in your group discussion. Note the challenges have been placed in larger font in case the lecturer wants to cut them out and pass them out to the individual groups.

1. Challenge: Accurate quantification data Accurate quantification data is essential for ensuring the procurement process procures the correct quantity of commodities that will best support the program’s needs. Question: What can be done to help ensure that the procurement unit receives accurate and timely quantification data to support an effective procurement process?

2. Challenge: Accurate and complete product specifications.

Product technical specifications are important for the procurement process because they provide detailed information to the bidder about the goods to be supplied and form the basis for contract obligations. Question: What can be done to help ensure that the procurement unit receives accurate and complete product technical specifications to support an effective procurement process?

3. Challenge: Lengthy procurement process. There are many steps in the procurement process, from preparing bidding documents and issuing bids, to opening and evaluating bids, selecting a supplier, and awarding a contract. It can be a long process that can take considerable time.

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Question: What measures can be taken to try to shorten and streamline the procurement process?

4. Challenge: Limited human resource capacity In many countries there is a shortage of trained procurement personnel and an overall lack of a professional group of procurement staff. Question: What can be done to strengthen the capacity of procurement personnel to conduct effective procurement?

5. Challenge: Delays in funding for procurement. Delays in government funding approval and allocation of program procurement budgets can delay the start of the procurement process, which, in turn, can delay the eventual delivery of the goods. Question: What can be done to help improve the timely allocation and release of funds to support the procurement process? .

6. Challenge: Product quality assurance. Poor quality and substandard products are in the marketplace, creating a significant product quality risks for the supply system. Question: What measures can the procurement process take to help ensure that only good quality products enter the supply system?

7. Challenge: Transparency Because of the large sums of money involved in health care commodity procurement, it is not uncommon for fraud and corruption to occur. Question: What measures can be taken to help ensure an open and transparent procurement process?

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. SESSION 14 MONITORING AND EVALUATION

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BASIC M&E TERMS - Matching Terminology

Monitoring Tools or Data Sources Analysis Output M&E Plan

Inputs Goal Feedback Process

Baseline Data Outcome Impact Indicator

Information Evaluation Objective Data

A comparison of objectives with accomplishments and how the objectives were achieved

The routine collection and analysis of measurements or indicators to determine ongoing progress toward objectives

Knowledge acquired in any manner; facts; data; learning; lore

individual facts, statistics, raw numbers

Specific statement describing the desired accomplishment(s) or results of an intervention or program. These should be measurable and should address existing problems, program weaknesses, and/or client needs (or build on strengths)

A statement, usually general and abstract, of a desired state toward which a program is directed (usually not measurable)

A variable that measures a particular aspect of a program (input, process, output, outcome, impact), usually related to achievement of objectives

Set of resources (e.g., funds, policies, personnel, facilities, supplies, etc.) that are needed to implement a program/activity

Set of activities (training, supervision, reporting) in which inputs are utilized to achieve desired results

Direct products or deliverables of a program such as number of people trained, M&E materials developed and available for use

Results obtained at the population level following activities (access, product availability, improved skills)

Long-term results obtained at the population level (e.g., TFR or changes in morbidity and mortality)

Relates objectives and activities to problems, and shows how indicators and tools measure achievement of objectives

Means for measuring indicators

Convert data into information

Presentation of information to decision makers

Basic information gathered before a program begins. It is used later to provide a comparison for assessing program impact.

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INDICATORS EXERCISE

1. Select one or more indicators that you think could be helpful for improving your program or the

supply chain at level that you work at.

2. Choose indicators that use data which is easily available and fairly good quality. The data used should be trusted by not only you but by your supervisors as well.

3. Choose indicators that would be relatively easy for staff to interpret and discuss.

4. Explain why you want to use the indicator(s) and be able to explain to your supervisors where you can obtain good data needed to use it.

5. For those not working in a program consider which of these would be most useful in general to a system.

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A) Stockout Rates

Definition

This indicator measures the percentage of facilities (e.g., service delivery points [SDP], warehouses) that experienced a stockout of a specific product that the site is expected to provide, at any point, within a defined period of time (e.g., the past six or 12 months). Stockout rates can be calculated for a single product across facilities or aggregated for all products carried by a certain type of facility, or with a certain region. It can be measured over any time period of time but one year is typical.

Formula

Number of facilities that experienced a stockout of a specific product ÷ Total number of facilities that are expected to offer that product X 100

Purpose and Issues

This indicator measures product availability—or absence—over a period of time; it represents the overall ability of a facility or program to meet client’s needs with a full range of products and services. Of course, if this indicator is used, stock records must be available and maintained regularly. It should also be used in conjunction with other indicators, such as the stocked according to plan indicator, because, to avoid stockouts, facilities can ration supplies

Data Sources

Site visits (physical inventories)

LMIS records

Supervision records, if available.

Data Requirements

Number of facilities that experienced a stockout of a specific product during a defined period of time

Total number of facilities that are

expected to offer that product.

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B) Stocked According To Plan

Definition

This indicator measures the percentage of facilities with stock levels above the established minimum level and below the established maximum level for each full‐supply method, brand, and product of interest, at a specified point in time (e.g., the day of a site visit). For full‐supply products, if stock levels are below the established minimum level, yet still above zero, evaluators should record whether an outstanding order exists for replacement stock, made at or before the time stock levels reached minimum. Evaluators can report the indicator at the facility level or can aggregate it for a sample of facilities or for the entire program. At any level, evaluators should calculate and report the indicator separately for each product of interest to ensure that each product receives an individual measure. Averaging all products for an average stock‐level adequacy is not recommended because oversupply in one product can cancel out undersupply in another, falsely implying that average stock levels were adequate.

Formula

Number of storage facilities with stock levels between the established max/min levels ÷ Total number of facilities visited X 100 Purpose and Issues This indicator provides an overall measure of whether stock levels of products are adequate at a point in time. It helps reveal overstock situations that could lead to product expiration and wastage, as well as low stock levels that could result in stockouts or rationing. If this indicator is measured regularly, it can reveal patterns or facilities that are having ongoing difficulties maintaining adequate supply levels. Evaluators must carefully evaluate facilities where stock quantities are below established minimum levels. To do so, they should determine whether a new order was placed when stock levels reached the minimum. If such an order is outstanding, they may consider stock status adequate because the order will probably arrive before the facility runs out of stock. If not, the stock status is inadequate. Evaluators should apply the indicator to products that the program has committed to keep in full supply. Stock status at any point in time for products that are not in full supply may reflect only the length of time since the last shipment arrived, rather than measure whether inventory management procedures are effective. For non‐full supply products, stakeholders should agree upon appropriate parameters to use to measure stock status. Ideally, evaluators will measure stock status over a period of time, but that approach is usually possible only if the LMIS is automated.

Data Sources Data Requirements Facility survey or site visits at all facilities or a

representative sample

Physical inventory

Stock ledger or stock cards

Recent order requests.

Stock levels of all products of interest at a point in time (e.g., the day of the visit)

Maximum and minimum stock levels established by the program

Historical consumption or issues data for each product at each facility

Records of recent orders (for products below minimum levels).

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C) Stock Wastage due to Expiration or Damage

Definition

This indicator is defined as the percentage of stock for a product that is unusable because of expiration or damage out of the total quantity of stock on hand of that product, at a defined point in time (e.g., site visit, supervisory visit, physical inventory). This indicator can be calculated for any facility that manages the products of interest. It can be measured over any time period, but is usually calculated when a physical inventory is taken.

Formula

Unusable physical stock ÷ Total quantity of usable and unusable stock X 100

Purpose and Issues

For this indicator, unusable (i.e., wasted) items are defined as those that have expired or have been damaged in such a way that they are no longer safe to use. This indicator measures the ability of the personnel to practice first‐to‐expire, first‐out (FEFO) methods and properly manage commodities (i.e., without incurring damage). Reducing wastage rates not only saves the organization money but also helps ensure that customers receive quality products.

High expiration rates can result from several factors, which depend on the product. Products with a short shelf life require higher turnover rates than products with a longer shelf life. The length of the pipeline and the inventory policies can be adjusted to accommodate short shelf life items and reduce losses due to expiry. If losses are due to damage, then transport and storage practices should be reviewed and corrected, if needed.

This indicator provides an important, but incomplete, picture of wastage because it does not incorporate wastage caused by loss.

Data Sources Data Requirements

Facility survey site visits to facilities being

studied Physical counts of usable and

unusable items Automated system, stock

ledger, bin card, or other recording

instrument on which stock balances are

maintained.

Quantity of product wasted due to expiry and damage

Quantity of all stock.

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D) Order Turnaround Time

Definition

This indicator is the average amount of time it takes for a facility to fill an order, from the date each order is received by the facility until the date the order is shipped to the customer. This indicator is usually recorded in days. It can be calculated over any period of time, but is usually recorded over one year.

Formula

Sum of the number of days to process all orders received ÷ Total number of orders processed Purpose and Issues

This indicator measures the efficiency with which requests are processed because it measures the time between when the request was received by the distribution source and the time the order was actually shipped. Improving turnaround time will improve customer satisfaction and, more important, improve productivity and thus reduce costs for staff time. In addition to measuring the mean turnaround time, it is possible to break this turnaround time into its component parts (pick time, loading time) and to determine where most of the processing time is spent and, thus, where resources could be reallocated. Each of these component parts could be an indicator by itself. In cases in which the facility has established a turnaround time, this indicator can be adjusted to measure the percentage of orders shipped on time. It may also be useful to group orders by size—large, medium, and small. Data Sources Data Requirements

Order or requisition forms

Issue vouchers of the supplying

facility/shipping invoices

Packing list.

Receipt dates for each order placed during

a specified time period

Issue/ship dates for each order placed

during a specified time period

Total number of orders processed during

that period.

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E) Inventory Velocity

Definition Inventory velocity is the average amount of time a product remains in inventory. This indicator is measured as the number of hours or days that elapse from the receipt of a product until the time it is issued or dispensed to a client. Inventory velocity for products can be calculated by adding the total amount of elapsed time (e.g., hours, days) different batches of a product spend in inventory divided by the number of batches received during the specified period of time.

Formula

Sum of the amount of time different batches of a product spend In inventory ÷ Total number of batches of that product received during the review period Purpose and Issues Calculating inventory velocity provides an average estimate of how long different products are kept in inventory over the course of a review period (e.g., one year) to give managers an idea of which products turn over slowly or quickly. This may assist with planning the layout of the warehouse or storeroom (faster moving items should be more easily accessible), as well as planning ordering frequency and order quantities. It may also assist with budgetary planning

Data Sources Data Requirements Receipt records Amount of time products have spent in stock

Issue records Total number of batches received during a review period

Stock or bin cards

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Warehousing and Storage Indicators

F) Inventory Accuracy Rate

Definition

This indicator measures the percentage of warehouse or storage locations that had no inventory discrepancies when

stock cards were compared to a physical inventory count out of the total number of locations under review, during a

defined period of time. Alternatively, this indicator can be calculated for a single facility as the percentage of months

or quarters with no inventory discrepancies out of the total number of months or quarters in the review period (e.g.,

annual).

Formula:

Number of storage locations with no inventory discrepancies ÷ total Number of storage locations under review X 100

OR

Number of months/quarters with no inventory discrepancies ÷ Total number of months/quarters in review period X 100

Purpose and Issues

The inventory accuracy rate can be used to assess overall inventory control performance for a group of storage facilities or for

one storage facility over a set of review periods. Inventory accuracy is critical for managers to know how much they have in

stock at any given point in time and to know when a new order must be placed to replenish stock. This discrepancy analysis can

help managers identify storage locations that are having problems with inventory management; the analysis can lead to

opportunities for improvement.


Stock cards and inventory reports from information

systems, etc.

Physical inventory report

Storage location listing.

Inventory discrepancy

calculations for each storage

facility included in review

Total number of storage locations

under review

Total number of months/quarters

in

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G) Put‐Away Accuracy

Definition This indicator is the percentage of items placed in the correct location or bin in a warehouse or storage

area.

Formula

Number of items in correct location ÷

Total number of items X 100

Purpose and Issues

This indicator measures a facility’s ability to stock items in the correct location so they can be quickly and easily located. This

can provide an indication of whether staff is practicing good warehousing practices and guidelines. This indicator can be

measured during a site visit or by making periodic checks at the facility over a specified length of time. For example, during a

quarterly period, the number of times items were found in the wrong location.


Site visits for visual inspection of location of items

Map or guidelines of intended storage locations for products.

Number of items in

their correct

location in the

storage area

Total number of

items in storage

area under review.

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H) Warehouse Order Processing Time

Definition

This indicator measures the average amount of time (e.g., minutes, hours, days, weeks) from the moment an order is received at the storage facility until the time the order is actually shipped to the client. The order processing time can be calculated for a specific shipping facility averaged across orders or on average for orders to a specific client or for a specific product.

Formula

Σ (date & time order is shipped – date & time shipping order was received) ÷ Total number of orders processed Purpose and Issues

This indicator helps monitor the order processing performance and the efficiency of a shipping facility. It also helps identify opportunities for improving staff performance in order management and a facility’s response time. Data Sources Data Requirements

Order requests

Shipping log reports.

Date and time shipping order was received

Date and time order is shipped

Total number of orders processed.

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I) Value of Product Damaged in the Warehouse

Definition

This indicator calculates the value of products damaged, during a defined period of time (usually one year), in the warehouse

as a percentage of the value of all shipped products during that period.

Formula

Total value of damaged products ÷ Value of shipped products X 100

Purpose and Issues

Inappropriate warehousing conditions or handling of products can lead to inventory damage. This indicator can help put the value of products damaged into perspective and can be used to help identify the causes, as well as, the actions needed to avoid such damages, including better infrastructure, manpower, training, etc. Data Sources Data Requirements

Invoices from vendors

Inventory reports, issue vouchers

Stock records

Accident reports

Damage reports.

Value of damaged products

Value of shipped

products.

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SESSION 15 COMMODITY SECURITY VIGNETTE

Please take a moment to prepare a vignette (mini-case study) that represents an example from your country about a positive or negative effect that logistics management has had on commodity availability. Choose an example from any program you are familiar with. Please be as specific as possible about the nature of the problem, causes and solutions or actions taken. Name of Participant: ________________________________________________ Country (and year) from which Example is drawn: _________________________ Vignette: 1. What program/intervention is this example for? 2. List the commodities that were affected: 3. Explain the nature of the supply disruption/challenge/problem (e.g. the program was facing an imminent threat of TB

stockouts, or the program had a 3 year supply of condoms with no place to store them) 4. List the three primary causes of the supply disruption/challenge/problem (e.g, funding was promised by GFATM but

…., or no forecast was prepared, etc)

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5. Briefly describe the intervention that occurred, if any, or the end result of the problem (e.g., DfID stepped in with

funds for a 3-month emergency supply, or nothing was done and the country was stocked out for 5 months) 6. If no action, or insufficient action was taken, how could it have been handled differently?

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PAKISTAN CASE STUDY 1

You are a young, energetic, public health professional working at the Directorate of Health Services in Punjab province. The federal government as per the 18th Amendment devolved MOH and all its vertical health programs to the provinces recently. Your annual provincial health budget (from the DOH) is less than 100 PKR per person per year and 70% of the money is kept for procurement of health commodities and equipment. One of the DOH strategies is the provision of integrated health care to avert alarming maternal and child mortality especially for the districts in the southern region. One of DOH priority activities is provision of Birth Spacing at district and sub-district level including BHU, dispensaries, RHC, THQ and DHQ. Despite infrastructure, community based workers and health care providers at the facilities; the region as a result has an average TFR of 4.9, MMR at 530 and CPR at 16% for the last five years. You have just read an article that suggests that availability of FP products may be the single most cost-effective logistics intervention as per study findings. You notice that district stores have poor supplies and sub-district distribution is highly compromised. However, your effort at convincing relevant EDO (H) and DPIU/LHW encounters a rather passive, fatalistic response. Keeping district health systems and population welfare department in mind, what do you think are the

1. Factors associated with low availability of Family Planning products 2. Steps to ensure regular supplies at the district and sub-district levels 3. Ways to improve performance management for the public health supply chain

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PAKISTAN CASE STUDY 2

Four neighboring districts are having very different results. Three of them have reduced maternal mortality by nearly 25% over the last two years. The fourth one, however, has actually had a slight increase in maternal mortality. You and a colleague have looked at all the possible variables that could explain the difference. All four districts have similar population size, a similar number of medical and clinic facilities, staff and lady outreach workers. The populations are even very similar ethnically. And the infrastructure in the four districts is about the same, which is to say that none of them has a very good infrastructure. Then you notice something at the storeroom in the fourth district. There are very large quantities of four key products (mostly antibiotics) that help reduce maternal mortality. And you learn that the district chief came to his job about a year and a half ago, and he missed a major training from the MOH on the national initiative to reduce maternal mortality. He did not know what to do with all these products. He did not know that they are now part of the list of high priority products that are national priorities and that are now in “full supply,” meaning that the country has pledged to have enough of them there should be no stock outs. But nobody from the clinics in this district was ordering any of the products. And actually, some of the products are now about six months from their expiration date. After some phone calls, you learn that four of the five clinics you called are stocked out of these products and have not had them for a long time. The district chief is a very busy man, and he is sad and somewhat ashamed the maternal mortality statistics for his district have not changed. The short term solution is easy. He says he will gladly include these important products with the next shipment to all the clinics, making an estimate of what will be enough to last them about two months. But he does not know what to do on a longer term basis so that each clinic gets the right amount for a steady supply with no stock outs for these full supply products and so that the district shows a decrease in maternal mortality. What are the most important steps he should take to get these products into the regular supply chain and have commodity security for them in his district?